Forms
Form Sections
Proposal Related Forms and Tools
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
Internal Processing Form (IPF)  | OSP | Request for a proposal submitted via RAMSeS. This does not take the place of the sponsor required proposal. | OSP 300.03 - Deadlines for Proposal Submissions to University Offices and Procedure |
| Letter of Institutional Commitment to Harassment and Discrimination Protections (NIH) (PDF) UPDATED: 04/30/2024 | OSP | Required letter of support for all NIH institutional training grant applications with due dates on or after January 25, 2019. | |
| Project Financial Guarantee Form | OSP | Request to establish a pre-award spending account submitted via RAMSeS. | OSP 400.06 - Pre-Award Spending and Procedure |
| Sample Proposal Cover page (Word) | OSP | Sample cover page to use for proposal submissions when requested by the sponsor, but a template is not provided. | |
| SBIR/STTR Sponsored Research Agreement Template (PDF) UPDATED: 01/26/2024 | OSP | May be used for Small Businesses at time of award to expedite award set-up (only if no revisions received) | |
| SBIR/STTR Subrecipient Letter of Intent (PDF) UPDATED: 04/04/2024 | OSP | Letter of Intent (LOI) template to use when UNC is receiving a subagreement for SBIR/STTR program. Must be signed by the UNC PI and Authorized Official. | |
| Subrecipient Letter of Intent (Incoming) (PDF) UPDATED: 05/17/2022 | OSP | Letter of Intent (LOI) template to use when UNC is receiving a subagreement | |
| Subrecipient Letter of Intent (Outgoing) (PDF) UPDATED: 10/01/2023 | OSP | Letter of Intent (LOI) template to use when UNC is issuing a subagreement | |
| Subrecipient Personnel Change - Conflict of Interest (PDF) UPDATED: 05/13/2022 | OSP | OSP must track all personnel that are subject to UNC's Conflict of Interest Policy, which included subrecipients. This form should be used to make any needed updates to subrecipient personnel subject to UNC'S COI. |
Budgeting
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
| Budget Revision Form (PDF) UPDATED: 02/12/2025 | OSP | Request a budget revision for all projects. Forms that are electronically signed may use the SUBMIT button in the form to route to OSP. All others must manually submit a scanned copy to SponsoredPrograms@unc.edu. Click here to access the Computer-Based Training modules in OSP's Training Library. | OSP 500.19 - Budget Revisions |
| Facility Use Fee Budget Model (Detailed) (Excel) | OSP | Optional budgeting model (detailed budget version) that incorporates facility use fees. To be used with For-Profit sponsors only. | |
| Facility Use Fee Budget Model (Non-Detailed) (Excel) | OSP | Optional budgeting model (budget pool version) that incorporates facility use fees. To be used with For-Profit sponsors only. |
Other Support and Biosketch
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
| NIH Biosketch Format Pages | NIH | Biosketches are required in both competing applications and progress reports. This provides instructions, blank format pages and sample biosketches. NIH will adopt new requirements in May 2025; to see details regarding those upcoming changes, as well as new templates, please see the new guidance on Current and Pending (Other Support) and Biosketch. | |
| NIH Other Support Template (Word) UPDATED: 12/2020 | OSP | Revised May 2021, this other support template is for use on all NIH submittals and requests. The updated template is based on new requirements in NIH Notice NOT-OD-21-073 which will be required beginning January 25, 2022. See the UNC Other Support Sample (PDF) to reference a completed form. NIH will adopt new requirements in May 2025; to see details regarding those upcoming changes, as well as new templates, please see the new guidance on Current and Pending (Other Support) and Biosketch. | |
| NSF-Approved Formats for Current and Pending Support | NSF | NSF requires information on all current and pending support for ongoing projects and proposals. Detailed information about the content is available in the Proposal and Award Policies and Procedures Guide (PAPPG), Chapter II.C.2.f. NSF will adopt new requirements in May 2024; to see details regarding those upcoming changes, as well as new templates, please see the new guidance on Current and Pending (Other Support) and Biosketch. | |
| NSF-Approved Formats for the Biographical Sketch | NSF | NSF requires a biographical sketch for each individual identified as senior personnel. Detailed information about the content is available in the Proposal and Award Policies and Procedures Guide (PAPPG), Chapter II.C.2.f. NSF will adopt new requirements in May 2024; to see details regarding those upcoming changes, as well as new templates, please see the new guidance on Current and Pending (Other Support) and Biosketch. |
Prior Approvals & Waiver Requests
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
| F&A Waiver Request Form (For Profit) (PDF) UPDATED: 03/08/2023 | OSP | Request a reduction or waiver of F&A costs on a For-profit sponsored project. | OSP 300.09 - F&A Costs |
| F&A Waiver Request Form (Non-Profit) (PDF) UPDATED: 03/08/2023 | OSP | Request a reduction or waiver of F&A costs on a Non-profit sponsored project. | OSP 300.09 - F&A Costs |
| Fly America Act Waiver (PDF) UPDATED: 08/11/2021 | OSP | This form is a statement executed by the traveler and/or Principal Investigator (PI) justifying the use of a foreign flag air carrier for travel charged to a federally sponsored project. No Operating Standard or Procedure | |
| IACUC Waiver Request (PDF) UPDATED: 02/28/2022 | OSP | Use when requesting a waiver for the required IACUC approval when using animal research subjects. | OSP 300.04 - Pre-Submission Compliance Requirements |
| IRB Waiver Request (PDF) UPDATED: 02/28/2022 | OSP | Use when requesting a waiver for the required IRB approval when using human research subjects. | OSP 300.04 - Pre-Submission Compliance Requirements |
| Letter of Justification for Change In PI Effort (PDF) UPDATED: 07/26/2021 | OSP | Request a reduction in PI effort. Letter must be signed by the PI and submitted to OSP for prior approval. May also require sponsor prior approval. | OSP 600.05 - Effort Reporting |
| PI Eligibility Waiver Form (PDF) UPDATED: 09/20/2024 | OSP | Request a waiver for a Principal Investigator (PI) who does not meet the standard PI Eligibility criteria. | OSP 200.03 PI Eligibility and Procedure |
| Prior Approval Request Form (PDF) UPDATED: 02/12/2025 | OSP | Request OSP approval to make an administrative or financial revision to an existing project that requires internal and/or sponsor prior approval. Forms that are electronically signed may use the SUBMIT button in the form to route to OSP. All others must manually submit a scanned copy to SponsoredPrograms@unc.edu. Click here to access the Computer-Based Training modules in OSP's Training Library. | OSP 500.03 - Prior Approval Requests |
| Request for Cost-Sharing in External Funding | VCR | Request cost-share provided by UNC-CH offices and/or departments other than the recipient department. | OSP 500.07 - Cost Sharing |
| Request for Non-Personnel Cost Share (PDF) UPDATED: 07/26/2021 | OSP | Request cost share using in-kind contributions. | OSP 500.07 - Cost Sharing |
| RDMC Basic Services Fee Waiver Request Form (PDF) UPDATED: 11/08/2024 | OSP | Use when requesting a waiver for the required basic services RDMC fee. |
Study Subjects Payments
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
| OSP Advance Reconciliation Form (PDF) UPDATED: 07/17/2023 | OSP | Specific form used when reconciling advances for sponsored programs. See an Example Advance Reconciliation Form (PDF). | See all Procedures for specific reconciliation details for each study subject payment type. |
| OSP Cash Advance Request Form (PDF) UPDATED: 02/22/2024 | OSP | Specific form used to request Cash Advance for use on sponsored programs. See an Example Cash Advance Request Form (PDF) or an Example Subrecipient Cash Advance Request Form (PDF). | OSP 500.14 - Cash Advance and Procedure |
| OSP P-Card Request Form for Sponsored Projects (PDF) UPDATED: 02/22/2024 | OSP | Request that OSP will review for projects that P-Cards will be used to purchase study subjects incentives on. See an Example P-Card Approval on Sponsored Programs Request (PDF) or an Example No Budget P-Card Approval on Sponsored Programs Request (PDF). | Coming Soon. |
| Tango Request Form (PDF) UPDATED: 02/22/2024 | OSP | Specific form used to request Tango account for use on sponsored programs. See an Example non-OSP TANGO Request Form (PDF) form or an Example OSP TANGO Request Form (PDF). | OSP 500.17 – Pre-Paid Cards and Procedure |
Industry
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
| Data Use Agreement Request Form (PDF) UPDATED: 07/30/2024 | OSP | This form should be completed and uploaded to ALICE when a new data use agreement is being requested. | |
| Ledger 4 Date Change Request | OSP | Online request form to extend the end date or to closeout a Ledger 4 clinical trials. | |
| Material Transfer Agreement Request Form (PDF) UPDATED: 11/07/2023 | OSP | This form should be completed and uploaded to ALICE when a new material use agreement is being requested. | |
| Research Service Center/Core Agreement Form | OSP | Guidance on the different types of actions for Research Core Agreements and their corresponding online forms. |
Subagreements
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
| Outgoing Subagreement Amendment Guidance for Department (PDF) UPDATED: 02/14/2025 | OSP | Guidance on the different types of amendments for projects and what are required at for each. | |
| Outgoing Subagreement Closeout Checklist (PDF) | OSP | Checklist outlining the main requirements for outgoing subagreement project closeout at UNC. | |
| Outgoing Subagreement Matrix of Required Documentation (PDF) UPDATED: 05/23/2022 | OSP | Grid of required documentation for each subagreement action. | |
| Outgoing Subagreement Proposal Checklist (PDF) | OSP | Checklist outlining the main requirements for including subrecipients in proposal submission at UNC. | |
| Outgoing Subagreement Research Subjects & Data Transfer Form (PDF) UPDATED: 01/14/2025 | OSP | Required when Human Research Subjects/Data are identified for an outgoing subagreement. | |
| Outgoing Subrecipient Award Management Checklist (PDF) | OSP | Checklist outlining the main stages and steps for outgoing subagreement project management at UNC. | |
| Outgoing Subrecipient Invoicing Checklist (PDF) | OSP | Checklist outlining the steps and requirements when invoicing and processing a subrecipient. | |
| Subrecipient Outgoing Letter of Intent (PDF) UPDATED: 10/01/2023 | OSP | Letter of Intent (LOI) template to use when UNC is issuing a subagreement. The majority of the information will be completed by subrecipients. | |
| Subrecipient Personnel Change - Conflict of Interest (PDF) UPDATED: 05/13/2022 | OSP | For used for requesting a change in Key Personnel on existing Subagreement. | |
| Subrecipient v. Contractor Certification Example (PDF) UPDATED: 08/08/2022 | OSP | Example of Certification Letter for subrecipient or contractor use. | |
| Subrecipient v. Contractor Determination Questionnaire (PDF) UPDATED: 08/08/2022 | OSP | Tool to aid in determining whether someone should be a subcontractor or a contractor. | |
| Subrecipient v. Contractor Guidance (PDF) UPDATED: 08/08/2022 | OSP | Guidance on the difference between a subcontractor and a contractor on sponsored programs and why it matters. |
Research Core Development
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
| Rate Development Worksheet – No Member Subsidy (Excel) (30 rates) UPDATED: 01/21/2025 | OSP | Worksheet to request a rate for a research core/service center with no member subsidy (up to 30 rates). | |
| Rate Development Worksheet – No Member Subsidy (Excel) (50 rates) UPDATED: 01/21/2025 | OSP | Worksheet to request a rate for a research core/service center with no member subsidy (up to 50 rates). | |
| Rate Development Worksheet – With Member Subsidy (Excel) (30 rates) UPDATED: 01/21/2025 | OSP | Worksheet to request a rate for a research core/service center with member subsidy (up to 30 rates). | |
| Rate Development Worksheet – With Member Subsidy (Excel) (50 rates) UPDATED: 01/21/2025 | OSP | Worksheet to request a rate for a research core/service center with member subsidy (up to 50 rates). | |
| Research Service Center Operating Plan Form Instructions (PDF) UPDATED: 07/19/2023 | OSP | ||
| RSC Operating Plan Form (PDF) UPDATED: 03/15/2023 | OSP | ||
| Research Service Center Rate Development Worksheet Guidance | OSP |
Other Research Related
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
| Dual Employment Payment Authorization (Word) | Finance | Request payment for an employee who is from another institution and has performed work at UNC-CH. | |
| Dual Employment Request Form | Finance | Request and certify that an employee has performed work elsewhere and needs to receive payment. | |
| Employee - Independent Contractor Determination Checklist (PDF) | Finance | Determine if a service provider is an independent contractor under IRS guidelines. | OSP 500.12 - Consultants |
| Independent Contractor & External Personnel Questionnaire (PDF) UPDATED: 01/21/2021 | OSP | Form used to capture independent contractor data and P.I. confirmation for review by OSP. This form replaces the FCOI Independent Contractor form. | OSP 500.12 - Consultants |
| Ledger 4 Clinical Trial Date Change Request Form | OSP | This form requests a date extension or change in date to end date to start the closeout process. This guidance only applies to ledger 4 clinical trials. | |
| Outgoing Domestic Wire Transfer (PDF) | Finance | Request a wire transfer within the United States and its territories. | |
| Outgoing International Wire Transfer (PDF) | Finance | Request a wire transfer outside the United States and its territories. | |
| Researcher Separation Manual (PDF) UPDATED: 06/07/2024 | VCR | Manual to support researchers in settling research activities and resolving administrative matters as they depart from the University. | |
| SBIR/STTR Administrative Guidance (PDF) UPDATED: 04/04/2024 | OSP | Guidance and process on working with SBIR/STTR programs at UNC | |
| SBIR/STTR Data Confirmation Report (PDF) UPDATED: 04/24/2020 | OSP | Form used to capture investigator independent data confirmation for review by COI Office | |
| UNC NIH Loan Repayment Certification Form (PDF) UPDATED: 09/05/2024 | OSP | UNC internal (departmental) certification form for the NIH Extramural Loan Repayment Program. Refer to 2024 UNC NIH LRP Guidance | |
| Gift v. Sponsored Program Questionnaire | OSP | Determine if funding is a gift or sponsored program. |
Departmental Invoicing
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
| OSP Deposit Memo (Excel) UPDATED: 06/30/2022 | OSP | The OSP approved and required memo for use when submitting sponsor payments to OSP for deposit. | |
| OSP Invoice Template (Excel) UPDATED: 04/05/2021 | OSP | An invoice template to use when invoicing on Billable Per Unit (BPU) projects. |