- Log on to RAMSeS with your ONYEN
- Under Proposal dashboard select either:
- My Proposals, if you personally created and submitted the proposal
Proposals Affiliated With or;
- PI Certification Inbox, if you are listed on the Research Team Dept. Approval Inbox, if you are an IPF Approver and wish to submit an LOG for a proposal that your department previously certified
- My Proposals, if you personally created and submitted the proposal
- Depending on your option selection in Step 2, you will either select the tab labeled “Submitted Proposals” or “Previously Reviewed Proposals”
- Identify the IPF number and open the Proposal
- Select the tab named Financial Guarantee and click the appropriate links.
- IPF will “lock ” and can no longer be edited except by the Admin Award Dept.
- IPF will then route to all affiliated departments for review and approval; should any of these departments reject the IPF you will be notified by email of the rejection
- The PI(s) will be notified by email that they must certify the IPF in RAMSeS
How do I contact OSR?
General Inquiries can be submitted to ResAdminOSR@unc.edu. The general telephone number is (919) 966-3411.
Who can answer my question about a specific sponsor, project, or proposal?
Your department’s Sponsored Projects Specialist (SPS) will be able to assist you with any questions about a specific project or general sponsor information.
Who is my Sponsored Projects Specialist (SPS)?
You can identify your department’s Sponsored Projects Specialist (SPS) in RAMSeS > Help >Contact OSR/Administrative Staff and searching by your department or click here.
Who is my Sponsored Projects Accountant?
Sponsored Projects Accountants (SPA) are assigned to projects based on the sponsor rather than by the department. You can identify your project’s SPA in RAMSeS > Project Administration > Billing Tab. Please contact OSRBilling@unc.edu with any questions.
I’ve received an award/contract/incoming subrecipient agreement or other sponsored research agreement. Where should I send it?
All incoming award documents should be sent to ResAdminOSR@unc.edu.
Who should I contact about clinical trials?
The Office of Clinical Trials (OCT) works with all clinical trial proposals and award negotiations, in conjunction with the Office of Sponsored Research’s Industry Contracting Team.
I’ve been contacted by an auditor. What should I do?
Please immediately contact OSR at (919) 966-3411 or ResAdminOSR@unc.edu OSR’s Cost Analysis and Compliance unit is responsible for all information and questions about audits on sponsored research projects.
How do I use the Award Lifecycle page?
The Award Lifecycle introduces a new feature to the OSR website that allows you to navigate using the image map. Each tile and larger group arrows will direct you to the sections that correspond to sections in the lifecycle. For instance, select the Award Lifecycle arrow to open all lifecycle content.
These sections provide an outline of information relevant to each step in a project’s lifecycle. You can read by scrolling through the entire section or navigate to subsections located in a navigation bar below outlining what actions are detailed in that step. You can read these sections in the order they appear, or there is a table of contents below the image for each step. You can click on the section titles to take you to a specific area within that step.
How is the Lifecycle organized?
There are sections within the Award Lifecycle that contain badges with OSR unit names, such as Research Administration. These badges denote which unit is responsible for that particular topic. There are many situations where the units work together to coordinate information and these badges provide guidance on who the first point of contact should be.
How do I find staff contact information?
Staff information is located on the About OSR page under the Business Units section. Each unit within OSR has the description of their responsibilities, their supervisors, and their contact information. A staff directory is also located on the Contact Us page.
I need to find a particular Operating Standard but don’t remember what its called?
Go to the Operating Standards page, and use Ctrl+F search function to search across all Operating Standards and find what you need.
Where can I find a listing of updates and recent changes at OSR?
The News & Newsletters page provides a central repository for updates and notices from OSR as well as other issues that may pertain to research activities at the University.
Where can I find institutional information needed for proposals?
The Information Sheet contains the information about the University, the University’s certifications, as well as frequently used rates and figures used in Sponsored Research activities.
How do I find funding?
The Concept & Funding section in the Award Lifecycle provides information to assist with locating funding opportunities.
Which Indirect Cost Rate is appropriate for my project?
Please contact your department’s Sponsored Projects Specialist. Search here to locate your assigned SPS. They will help evaluate and identify the correct rate for your proposal.
What is a Financial Guarantee?
A Financial Guarantee is the process departments utilize to request project IDs for proposals that are expected to be funded but have not yet been awarded.
How do I Submit a Financial Guarantee?
What is the deadline for getting proposals to OSR?
Please see Operating Standard 300.3 – Deadlines for Proposal Submission to University Offices for information on deadlines for proposal submission.
Where will my proposal be reviewed?
OSR shares responsibility with School of Medicine Sponsored Programs Office for proposal review and approval based on the sponsor. Please click here for a detailed breakdown of responsibilities.
Who negotiates an sponsored project?
Only central offices have signature authority for the University can negotiate and sign agreements for sponsored research. Faculty, Deans, and other Departmental staff are not authorized to negotiate or sign sponsored project agreements on behalf of the University. For a full breakdown of negotiation responsibilities, please visit our Roles & Responsibilities page.
What does OSR Industry Contracting do?
OSR Industry Contracting, formerly the Office of Industry Contracting, is responsible for reviewing and executing sponsored research agreements with private industry, including sponsored research agreements, clinical trial agreements and subcontracts, among others. More information on the types of agreements they handle and how to reach out to them is available here.
How and when do I submit a budget revision?
Budget revisions are required for all changes to sponsored projects and depending on the agreement, may also require sponsor approval. There is a budget revision form, with instructions, that is required. This form was recently updated and is available on our website. All budget revisions must be submitted using the correct form to ResAdminOSR@unc.edu beginning June 25th. Prior to that date, the old version of the form is available for use.
How do I submit a prior approval request?
There is a Prior Approval Request (PAR) Form that must be submitted to ResAdminOSR@unc.edu” for both internal and external prior approvals. This form was recently updated and may be found on our website. The new version of the form will be required beginning June 25th. Prior to that date, the old version of the form is available for use.
Who is responsible for issuing a Subrecipient Agreements?
The Subaward team within OSR Research Administration is responsible for negotiating and signing all outgoing subrecipient agreements and amendments.
What is needed for a Subrecipient Agreement?
The project must allow the University to work subrecipients. The minimum required documents are the Subrecipient’s Letter of Intent, Statement of Work, Budget and Budget Justification, the subrecipient’s Indirect Cost Rate, and the subrecipient’s Annual Single Audit information.
Who can I ask to approve my requisitions, vouchers, and journal requests relating to sponsored projects?
All requisitions less than $5,000, vouchers, and journals that require OSR approval may only be approved by your department’s Pre-Audit Technician. The SPS or SPA is unable to approve them. To determine who is your Pre-Audit Technician, please click here.
Who should I contact if I have a budget override request for a journal, voucher, requisition, or purchase order?
You should email OSRHelp@unc.edu for budget override requests of any kind. An override request is typically a result of an error message in a journal, requisition, or purchase order. Please note that not all requests are eligible for an override.
Who can help me if I have a question about a sent invoice or payment status on a sponsored project?
You can review sent invoices in the RAMSeS Award Administration Billing tab. For all questions on sent invoices or payments, please email OSRBilling@unc.edu. They will direct your inquiry to the correct Sponsored Projects Accountant or the Cash Management.
How do I request/reconcile a cash advance on a sponsored project?
Consult Operating Standard 500.14 – Cash Advances for information. An OSR Pre-Audit Technician for will review and process transactions using sponsored funds in addition to UNC Finance reviews. To determine who is your Pre-Audit Technician click here.
How do I correct expenses on a sponsored project?
If the sponsored project has not ended, you may do a campus journal in ConnectCarolina to move expenses off a sponsored project. Click here for more information on processing financial transactions.
The sponsor has contacted me about a sponsored project’s financial information. What do I do?
Send the communication with the project ID to OSRBilling@unc.edu.
Where do I go to view submitted invoices?
All invoices from FY17 forward are uploaded in RAMSeS for each project ID. They are located under the Project Administration Billing Tab and are loaded when they are sent to the Sponsor. For invoices previous to FY17 email your department’s Sponsored Projects Accountant or OSRBilling@unc.edu.
Why am I receiving a closeout notification from RAMSeS?
RAMSeS automatically sends a reminder to complete the closeout checklist on set days prior the project end date in ConnectCarolina. You should begin the closeout process if there will be no further funding or amendments. You can confirm with your SPS if there are outstanding amendments or extensions. The closeout notifications may be ignored if there is additional funding anticipated.
Why can I not submit transactions after the KK End Date?
The Commitment Controls (KK) dates represent the period after the sponsored project’s end date that allows pending and other obligated transactions to post to the project. No transactions are allowed after the KK end date without approval in advance. Please contact your SPS if you have transactions that may need to occur after the KK end date.
How do I get access to RAMSeS?
You must have access to Backbone to view data in RAMSeS, which is based on the role that you have been assigned by the Role Manager in your department. To find out who your Role Manager is and more information on Roles in Ramses click here.
What happens after I submit a RAMSeS IPF for Routing?
Clicking “Submit Proposal” will start the following process:
Throughout these steps, you, the PI, and any other contributing members listed on the IPF will be able to track its review and approval status in RAMSeS.
Once all affiliated departments have approved the IPF, you will receive an email indicating that it was successfully routed and received in OSR/SPO. If the proposal can be electronically submitted then no further action is required on your part. However, if the sponsor requires any part of the proposal be submitted via a paper copy, then any such copies, with original signatures as required, must be forwarded to OSR/SPO for a complete submission to be accomplished.
I have questions about processing financial transactions on a sponsored project. What should I do?
The ConnectCarolina User Information website contains information on how to process and route transactions within the financial system. Specific information for research administration is available here, and further information for all financial transactions is available here.
How do I get an eRA Commons User ID?
Please submit a request to ResAdminOSR@unc.edu. Include your full name, desired user name, university email, roles needed. Information on roles is available here.
I need to make changes to my eRA Commons User ID. What should I do?
Information on the different actions that may be required is available here. Also, the eRA Commons User Manual includes details on all aspects of the system.