General

How do I contact OSR?

General Inquiries can be submitted to ResAdminOSR@unc.edu. The main telephone number is (919) 966-3411. For a full list of OSR contacts, see: https://research.unc.edu/sponsored-research/contact-map/.

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How do I find contact information for my proposal or award?

Use Contact Project-Related Support in RAMSeS to locate contact information by Proposal Number, Award Project Number, PS Project ID or Department. This tool is available to users with RAMSeS access. Access to RAMSeS is granted by the Backbone Role Manager for each department or unit.

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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.

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Who is my Sponsored Projects Specialist (SPS)?

You can identify your department’s Sponsored Projects Specialist (SPS) in RAMSeS > Help > Contact Project-Related Support and search by your Project ID, Proposal ID or department or you may click here.

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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.

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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

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Whom 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.

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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. 

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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 the content by scrolling through the entire section or navigate to subsections located in a navigation bar at the top, outlining what actions are detailed in that step.

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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.

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I need to find a particular Operating Standard but don’t remember what it’s called?

Go to the Operating Standards page, and use Ctrl+F search function to search across all Operating Standards to find what you need.

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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.

  • Using Chartfield Strings

    Appropriate use of chartfield strings (CFS) in ConnectCarolina are vital to assuring all expenses are accounted for correctly in the University’s financial system. For sponsored research, this means that the expenses posted in ConnectCarolina are what will be reported and … Continued

  • New RAMSeS Enhancements

    Improved RAMSeS Contact Search Tool and New Certificate of Confidentiality Guidance A RAMSeS system enhancement has been implemented to improve the Contact search tool in the RAMSeS Help Menu and incorporate new requirements and communication on Certificate of Confidentiality pertaining … Continued

  • New RAMSeS Enhancements

    OSR Home News & Newsletters Join Mailing List The Office of Sponsored Research (OSR) is pleased to announce a two-part RAMSeS system enhancement. RAM Tracker Transparency and a new Attachments section in the RAMSeS Billing Tab will provide campus users … Continued

  • New RAMSeS System Enhancements

    OSR Home News & Newsletters Join Mailing List A RAMSeS systems update has been scheduled for tonight. The purpose of this update is to increase transparency and provide campus users access to relevant research administration information. Much of this update … Continued

  • RAMSeS Patch Notes v. 3.06

    OSR Home News & Newsletters Join Mailing List Internal Processing Form – NIH Mechanism The NIH Mechanism is now required if ‘NIH Grant’ has been selected in the ‘Award Type’ field For NIH T-Series Mechanism, a pop-up window will include … Continued

  • New RAMSeS Personnel Role for Lead PI Changes

    OSR Home News & Newsletters Join Mailing List Effective October 18, 2017, an update to the RAMSeS Award Administration module will introduce a new personnel role called New Lead Principal Investigator (New Lead PI) and new data lock rules. The … Continued

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Proposal

Where can I find the 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 in Sponsored Research activities.

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How can I find funding opportunities?

The Concept & Funding section in the Award Lifecycle provides information  to assist with locating funding opportunities.

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Which Indirect Cost Rate is appropriate for my project?

Information is provided in the Award Lifecycle pertaining to indirect cost rates. For more specific questions, please contact your department’s Sponsored Projects Specialist. Search here to locate your assigned SPS.

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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 so that expenses may be charged for that research.

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How do I Submit a Financial Guarantee?

  1. Log on to RAMSeS with your ONYEN
  2. 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 a LOG for a proposal that your department previously certified
  3. Depending on your option selection in Step 2, you will either select the tab labeled “Submitted Proposals” or “Previously Reviewed Proposals”
  4. Identify the IPF number and open the Proposal
  5. Select the tab named Financial Guarantee and click the appropriate links. 

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What is the deadline for getting proposals to OSR?

All proposals are due at a minimum of 5 days prior to the sponsor’s submittal deadline. Please see Operating Standard 300.3 – Deadlines for Proposal Submission to University Offices for information on deadlines for proposal submission.

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Who will review my proposal?

OSR shares responsibility with the School of Medicine Sponsored Programs Office for proposal review and approval based on the sponsor.  Please click here for a detailed breakdown of responsibilities.

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Award Management

Who negotiates a sponsored project?

Only central offices who 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.

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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.

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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.

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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.

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Who is responsible for issuing Subrecipient Agreements?

The Subaward team within OSR Research Administration unit is responsible for negotiating and signing all outgoing subrecipient agreements and amendments.

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What is needed for a Subrecipient Agreement?

The agreement must allow the University to work with subrecipients. The minimum required documentation is 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.

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Financial Management

Whom 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.

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Whom 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 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.

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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.

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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 your department will review and process requests with sponsored funds in addition to UNC Finance reviews.  To determine who is your Pre-Audit Technician click here.

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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.

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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.

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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.

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Why am I receiving a closeout notification from RAMSeS?

RAMSeS automatically sends a reminder to complete the closeout checklist on set days prior to 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.

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Why can I not submit transactions after the KK End Date?

The Commitment Controls (KK) dates represent the final 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 SPA if you have transactions that may need to occur after the KK end date.

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Internal Systems

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.

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How do I submit a RAMSeS IPF?

To see the detailed guide on submitting an IPF, click here.

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What happens after I submit a RAMSeS IPF for Routing?

Clicking “Submit Proposal” will start the following process:

  • 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

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.

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How do I view the status of a proposal or award in RAMSeS?

OSR uses RAM Tracker to manage the tasks needed to review, setup and manage awards. To view RAM Trackers, search by either the Proposal ID or Project ID and select the Events tab to view all associated RAM Trackers.


Whom do I contact with a question about a RAM Tracker?

If the notes do not provide the answer, then contact either the Current Owner or the Sponsored Projects Specialist. For more information on RAM Tracker view the guide.


How do I find contact information for my proposal or award?

Use Contact Project-Related Support in RAMSeS to locate contact information by Proposal Number, Award Project Number, PS Project ID or Department. This tool is available to users with RAMSeS access. Access to RAMSeS is granted by the Backbone Role Manager for each department or unit.

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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.

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External Systems

How do I get an eRA Commons User ID?

Please submit a request to ResAdminOSR@unc.edu to create an eRA Commons user ID.

Include the following:

  • full name
  • desired username
  • university email
  • roles needed (Information on roles is available here.)

Requests for additional roles after initial commons ID creation and requests for University affiliation may also be sent to ResAdminOSR@unc.edu.

Include the following:

  • eRA Commons ID
  • roles needed (Information on roles is available here.)

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Do I need an eRA Commons Account to be a trainee?

Yes. Trainees on NIH fellowships and training grants must have eRA Commons accounts to be appointed to a project. The Trainee role allows users to input data into xTrain during their traineeship.

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How do I update my Personal Profile Information?

All users have access to update their Personal Profile information via the edit feature within your profile. This lets you make changes to your education, employment, and demographic information. You are also able to delegate others who can edit your Personal Profile.

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.

Accounts FAQs | Manage Delegations | Roles In-Depth | Manage Personal Profile | Unaffiliate an Account

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External Sponsor

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