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Guidance & FAQs

General
Proposal
Award
Financial
Subagreements
Research Core
Contracting
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Subagreements

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FAQ Sections

General

How do I contact OSP?


General Inquiries can be submitted to SponsoredPrograms@unc.edu. The main telephone number is (919) 966-3411. For a full list of OSP contacts, see: Contact Us/.

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.

Who can answer my question about a specific sponsor, project, or proposal?


Your department's Sponsored Programs Officer (SPS) will be able to assist you with any questions about a specific project or general sponsor information.

Who is my Sponsored Programs Specialist/Officer (SPS)?


You can identify your department's Sponsored Programs Officer (SPS) in RAMSeS > Help > Contact Project-Related Support opens in a new tab and search by your Project ID, Proposal ID or department.

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 OSPBilling@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 SponsoredPrograms@unc.edu. 

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 Programs’ Industry Contracting Team.

I've been contacted by an auditor. What should I do?


Please immediately contact OSP at (919) 966-3411 or SponsoredPrograms@unc.edu. OSP's Cost Analysis and Compliance unit is responsible for all information and questions about audits on sponsored research projects.

How do I find staff contact information?


Staff information is located on the About OSP page under the Business Units section. Each unit within OSP has the description of their responsibilities, their supervisors, and their contact information. A staff directory is also located on the Business Units page.

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


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

Where can I find a listing of updates and recent changes at OSP?


The News & Newsletters page provides a central repository for updates and notices from OSP as well as other issues that may pertain to research activities at the University.

Research Data Managment Core / Data Management & Sharing

PIs aren’t likely to be familiar with the add-on features and services available through RDMC. How can we ensure they are budgeting appropriately for these?


RDMC is working with multiple departments and PIs to get information about services out to campus. As PIs and departments become more familiar with the services offered, they will become more adept at budgeting for these services.

As part of the basic service fee, RDMC will always offer a data management review service. So, RDMC will pre-review the data management plan and help determine if additional add-on services are needed. As the new model is rolled out, the pre-review will be a critical component in determining the level of service needed. If the PI hasn’t budgeted for these services, RDMC can work to find someone on campus who can assist and figure out a way to provide sources to help here at UNC, because the key is to make the best proposals possible so that the University can sustain funding.

PI/Departments can ask questions through the RDMC Service Desk opens in a new tab.

Is the use of the RDMC repository mandatory? Or does the PI have the option to choose an outside company?


Using the UNC dataverse is mandatory for the base information in your project, as a catalog record. If the PI chooses to put data in an approved repository, they need to speak to RDMC first. If they decide to put it elsewhere, there will be a link in the UNC database. Not all repositories are approved. RDMC is working on compiling an approved list. The important thing to remember is that data cannot just be stored anywhere. The repository must comply with sponsor guidelines.

Can UNC’s data repository be shared with external collaborators who have DUAs with the university?


Currently, the UNC dataverse is only for people with UNC Onyens. If there is a use case where outside collaborators need to use the repository, let RDMC know so that they can determine the best way to manage various universities and collaborators working with the same tools.

If a department has its own computing recharge center, will RDMC meet with them to ensure there is no overlap in services provided?


The new model is very clear in the basic services provided, so it’s easy to make sure there's no overlap. Most of the time, these services differ from computing services because they involve archiving and managing data for the future. However, meeting with RDMC is important even for these departments to ensure that services are budgeted correctly. For example, storage is covered in F&A, it's not a direct cost, so it’s different than budgeting for RDMC, since RDMC provides archival storage.

How far in advance do DMSP review requests need to be submitted to RDMC? Sometimes PIs are late in submitting proposal components, so what is your minimum requirement?


Current RDMC timelines are based on the current level of staffing. Right now, they ask for 3 weeks to review Data Management and Sharing Plans (DMSP). However, there are two types of reviews available. If the proposal is submitted to RDMC within 5 days, which should be the same internal due date for the other parts of their proposal, they will conduct an express review. The RDMC website outlines the components opens in a new tab of both the full review and the express review, and the risks of one or the other.

Can you recommend a percentage to budget for data management so that proposals submitted late can at least have something budgeted?


This is difficult because all projects are different. The level of services and management needed depends on the various components of the project. For example, does it have human subjects' data or image files? These need to be managed differently. Management would be provided through add-on services. So, it would be difficult to quote a percentage because it can vary. At the very minimum, please ensure that at least the basic services fees are budgeted before the proposal goes in, even with a last-second proposal.

In our IPF submission, there is a Data Management Plan tab. But, the RDMC website has a submission process as well. Do those two sites communicate with each other? Or if we route it in the data management tab, does the IPF automatically route to RDMC?


Not at this point. Currently, the process would be to visit the RDMC website and click on the Submit Help button. There’s also a process to upload the plan into the DMP tool and leverage that tool. The tool has lots of great features, and there are templates for different groups.

However, the RDMC infrastructure group is working on the ability to connect things like the DMP tool and the ability for us to pull things out of RAMSeS. Eventually, the plan is to use a tool (API) and connect RAMSeS to RDMC systems to help monitor some of this. Unfortunately, right now this is a manual process, but in the future it will be much more automatic.

What projects are subject to the RDMC fee?


The RDMC fee (expensed on account 559011) applies to proposals in RAMSeS categorized with Chess Code 01 – Research and Development or Chess Code 05 – Clinical Trials and will be set-up in ConnectCarolina with an F&A Activity Type of Organized Research (OR), Clinical Trials (CT), or Phase 4 Clinical Trials (C4). Please reference the F&A Activity Types webpage to learn more about the different types of classifications.

How can I tell which F&A Activity Type my project is set up on?


In RAMSeS opens in a new tab  opens in a new tab, it is displayed on the Project Administration screen within the General Tab as "F&A Activity Type". In RAM Reports opens in a new tab opens in a new tab, it is listed on the Award Summary screen as "Award Purpose".

When does the Data Management & Sharing (DMS) screen appear in the RAMSeS IPF?


The DMS screen appears when Chess Codes 01-Research & Development (R&D) or 05-Clinical Trial is selected as the Chess Code/Activity Type on the General Info screen of the IPF. Exceptions are in place to exclude training and fellowship awards if the submission is for an NIH Grant.

Does the DMS plan need to be approved in order for the IPF/proposal to be approved?


No, currently, the direction to upload the DMS plan to RAMSeS is for the RDMC to audit and review, as time permits, plans which are not submitted using the DMP tool.

Are there going to be any exceptions, such as for fellowship grants or training grants?


Yes. The RDMC basic services fee only applies to projects categorized as Organized Research or Clinical Trials and excludes training and fellowship awards.

In the past, sponsors have resisted the RDMC fees because they feel they should be included in F&A. What do we do then? Is there a waiver?


The new fee structure will reduce pushback from sponsors because the fees will be budgeted in the original proposals instead of being additional charges that were not budgeted. There are some services that RDMC provides that are administrative, that are covered by recovered F&A. But, the basic services provided are legitimate and reasonable direct charges for projects. And, the add-on service fees are justifiable. Because these charges are starting out in the proposal phase, the sponsor will have a chance to review those and approve them.

There is a formal waiver process (PDF) that will require approval from the department/school/division, RDMC, and OSP. If a sponsor is resistant, please work with your Sponsored Programs Specialist/Officer (SPS). However, with this new model, there should be fewer issues.

If a PI is not allowed to share data or doesn’t plan on sharing data, do they still need to pay the fee?


Projects that cannot share data would greatly benefit from data management plans, as their data must be thoroughly protected. RDMC should collaborate closely with these projects to catalog and manage their data to ensure its security. For instance, if data from such a project is breached and shared after the project concludes, it could pose a significant liability. Therefore, for these types of projects, the data management services covered by the RDMC basic fee are critically important.

Should the flat fee of $75 per month be treated as any other direct cost? And is it subject to F&A?


Correct. The RDMC basic services fee will be treated as other direct and is subject to F&A recovery.

If a project has 3 PIs and has been split into one prime and two subs, how is the RDMC fee applied?


There are various specifics and situations that don’t apply to all projects. In general, engaging RDMC is recommended as early as possible with this type of question, as they are always here to help. Engaging these services early and often allows RDMC and PIs to work together to find the best possible solution.

In terms of this specific scenario, since this is one project, it should only be charged the $900/year fee. The recommendation would be that the three PIs work together to determine how they want to split the fee over the projects. That will help to determine which project IDs need to be charged.

What about projects where UNC is a subrecipient, and the data is being managed by the lead organization, not by UNC? And where UNC is not responsible for data storage, dissemination, etc. Are these projects still charged the fee?


This would be a project that would potentially have a waiver. But, quite often there is also some data on those projects that is not necessarily research data, but maybe administrative data with the project itself. So, that would need to be managed. RDMC is here to help with all of that as well.

Since the RDMC fee will be mandatory for proposals submitted after November 1, will the submission be a hard stop for OSP or SOMSPO to submit the application if the fee is not included in the budget?


If there is a reason that the budget cannot be amended in time for the submission, considerations can be made to allow the submission. However, if the project is awarded, and is categorized as organized research or clinical trial where the total award amount is above the full subsidy limit, the RDMC basic services fee will need to be added to the budget. If there is a true exception or waiver needed, departments will need to follow the formal waiver process (PDF).

How would incoming subcontracts work with a fixed amount from the sponsor applying to NIH for the 11/5 submission date?


For a quickly approaching deadline, the best thing to do is go to the RDMC website and open a ticket so that RDMC can begin looking at the proposal and the funder’s requirements and make sure that the correct amounts are included in the budget. However, incoming subcontracts which will be categorized as organized research or clinical trial should include the RDMC basic services fee in their budgets.

Proposal

How can I find funding opportunities?


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?


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

How do I submit my proposal in RAMSeS?


A proposal is submitted via an Internal Processing Form (IPF) in RAMSeS. It is then reviewed by either the Office of Sponsored Programs or the Sponsored Programs Office. Please see our Submitting an IPF Guidance for more details.

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. This allows for expenses to be charged for that research.

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.

Can I extend my financial guarantee dates?


Yes, if there is significant documentation showing that the award is still pending from the sponsor, OSP may approve a 90-day extension of an existing financial guarantee. See OSP Operating Standard 300.03 - Procedure 1 for more information.

What is the deadline for getting proposals to OSP?


All proposals are due at a minimum of 5 days prior to the sponsor's submittal deadline. Please see Operating Standard 300.03 - Deadlines for Proposal Submission to University Offices for information on deadlines for proposal submission.

Who will review my proposal?


OSP 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.

How do I request access in RAMSeS to manage awards?


Access to RAMSeS is provided by your department's Role Manager via Backbone.

What is Backbone?


Backbone is the system that manages functional and data access roles for Office of Research Information Systems (ORIS), such as RAMSeS, IRBIS, and Blue.

How do I find my department's Backbone Role Manager?


Go to Backbone, click the Department link and search by your departments code or name. Click on the code's hyperlink and select the Assigned Roles tab. For more information, please review our Backbone guidance document.

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.

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 SponsoredPrograms@unc.edu.

How do I submit a prior approval request?


There is a Prior Approval Request (PAR) Form that must be submitted to SponsoredPrograms@unc.edu for both internal and external prior approvals. This form was recently updated and may be found on our website.

Financial Management

Who can I ask to approve my requisitions, vouchers, and journal requests related to sponsored projects?


All requisitions, vouchers, and journals that require OSP approval in ConnectCarolina may only be approved by your department's OSP Pre-Audit Technician. To determine your OSP Pre-Audit Technician, please click reference the OSP Business Units Directory for the Pre-Audit Team.

Who should I contact if I have a budget override request for a journal, voucher, requisition, or purchase order?


Please submit a help ticket on help.unc.edu opens in a new tab and ask for your request to be routed to OSP-Help. An override request is typically a result of a budget error message in a journal, voucher, or requisition that has exceeded the budget or passed the budget end date. Please note that not all requests are eligible for an override. Learn more about the budget override types and information needed for these types of requests on the OSP ServiceNow guidance webpage.

Who can help me if I have a question about a sent invoice or need 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 OSPBilling@unc.edu.

How do I request/reconcile a cash advance on a sponsored project?


Consult Operating Standard 500.14 - Cash Advances opens in a new tab for information. An OSP 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 OSP 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 opens in a new tab 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 OSPBilling@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 OSPBilling@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 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.

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.

Subagreements

What documents are required for a subrecipient?


Letter of Intent (LOI) - Provide the LOI for this cycle of the subrecipient’s funding. Please use the most updated version of the LOI as it has been updated to allow OSP to more accurately draft the subagreement.

Scope of Work (SOW) - Provide a SOW detailed and specific to the subrecipient. This should be a description a lay person can read and understand. The SOW should describe the tasks to be performed and any deliverables should be outlined clearly.

Budget - Provide the detailed budget for this year. If preferred, you may provide the full project period budget (or current competing cycle) as long as each year is identifiable. This document should match the funding amount. *The budget and/or budget justification should contain full names of personnel at the Subrecipient Organization for compliance review.

Budget Justification - Provide the budget justification that matches the attached detailed budget. If preferred, you may provide the full project period budget (or current competing cycle) as long as each year is identifiable. *The budget and/or budget justification should contain full names of personnel at the Subrecipient Organization for compliance review.

Who is authorized to sign a subagreement for UNC?


Staff at OSP are signatories for the Vice Chancellor for Research, who is the only authorized official to sign subagreements. In certain cases there may be a request for the Principal Investigator (PI) to sign an agreement as a "read and understood", not as a party to the agreement.

What documentation must be included for an amendment? What additional actions should be taken?


Subagreement: Amendment Guidance (PDF)

Can I submit a subagreement request before a Project ID is created?


A subagreement cannot be issued until the prime agreement has been processed and a Project ID has been issued for the subrecipient.

Why will a form not open?


It is a smart/dynamic form and has to be opened in Adobe Desktop as it cannot be opened in the browser.

When is a Research Subjects and Data Transfer (RSDT) form required?


The RSDT is required for all initial subagreements. The RSDT is necessary if there will be human subjects or human data at any point during the life of the project. It is imperative that the Research Subjects and Data Transfer Form (PDF) (RSDT) be filled out completely and accurately by the PI or a member of the study team (Research Coordinator, Program Manager, Clinical Research Coordinator, etc.). Based on the responses on the RSDT, OSP will determine what (if any) data transfer terms are necessary, whether the terms can be included in the subagreement or if a separate Data Use Agreement (DUA) is required. If a DUA has been established, whether independently or as a master agreement, either the ALICE Record No. must be provided or the DUA must be attached. Please remember that it is an Adobe smart-form so must be opened in Adobe desktop rather than a browser, and that additional questions may pop up depending on the answers selected. 

When and why is a Data Use Agreement (DUA) is necessary?


If there is human subjects data being transferred between UNC and the subrecipient, it is imperative that the Research Subjects and Data Transfer Form (PDF) (RSDT) be filled out completely and accurately by the PI or a member of the study team. Based on the responses on the RSDT, OSP will determine what (if any) data transfer terms are necessary, whether the terms can be included in the subagreement or if a separate Data Use Agreement (DUA) is required. If a DUA has been established, whether independently or as a master agreement, either the ALICE Record No. must be provided or the DUA must be attached.

When and why is a Material Transfer Agreement (MTA) is necessary?


When PIs want to send material to other institutions or companies, or receive materials from researchers at other institutions or companies, a Material Transfer Agreement (MTA) must be in place. The purpose of an MTA is to clarify how the materials may be used and define the rights and responsibilities of the provider and recipient regarding the use of the materials and any results that may arise from the use of the materials. To request an MTA submit an Material Transfer Agreement Request form (PDF) or to see when an MTA may be required see the OSP Contracting Agreements page.

Which subagreements are eligible for multiple years?


Subagreements can be issued for multiple years when UNC’s prime agreement is received for multiple budget periods in one action. A key distinction is when the prime sponsor issues UNC annual notices of award to fund each budget period, subagreements in that situation would not be eligible and will continue to be issued annually. Foreign subagreements are also not eligible and will continue to be issued annually.

Do subagreements have to be issued with the same budget period as UNC’s prime agreement?


No, Principal Investigators (PI) and Departments have the option to elect whether a subrecipient will receive the same budget period as UNC or if there is a concern, the PIs and Departments can request to shorten a budget period for a particular subrecipient. Consistent with current process of issuing outgoing subagreements, the OSP Contracting Officer must still review and approve all requests.

What to do if there is a change to a Subrecipient PI?


1. Key Personnel
If the Subrecipient PI is listed a UNC key personnel, a Prior Approval Request (PDF) must be submitted to OSP (SponsoredPrograms@unc.edu) in advance of the PI change. Once the Sponsor has approved the change, Department will need to submit a request for a modification with the new PIs effective date.

2. Non-key Personnel
If the Subrecipient PI is not listed as a UNC key personnel, Department will need to submit a request for a modification with the new PI's effective date.

3. All Subrecipient PI under UNC's COI Policy
If the Subrecipient is subject to UNC's Conflict of Interest (COI) policy opens in a new tab, an updated Subrecipient Conflict of Interest (PDF) form is required and must be signed by the Subrecipient's Authorized Official. This form should be used to make any needed updates to subrecipient personnel subject to UNC’S COI. The new personnel will be added to RAMSeS and an automated email requesting COI actions will be generated and sent to the new personnel referencing the new role. The subagreement cannot be fully executed until COI is completed.

What if the Subrecipient PI moves to another institution and the grant follows?


A Prior Approval Request (PDF) must be submitted to OSP (SponsoredPrograms@unc.edu) in advance of the subagreement transfer. The SPS will help to determine if Sponsor prior approval is required. Once all approvals are obtained, the SPS will set up a new Project ID and an initial subagreement will need to be issued to the new entity.

If the Subrecipient indicates that their name has changed, what do I do?


Ask for a copy of their new W9, if their EIN has changed and if they have additional supporting documentation. If there is no change in EIN, the department should submit a supplier update with new W9 showing the new name to be updated for the campus supplier in ConnectCarolina. If the subrecipient has a new EIN, the Department needs to create a new supplier record. All documents required for new vendor creation must be submitted, and the existing supplier record must be deactivated. Email vendor_coordinator@unc.edu to let them know to deactivate the supplier with a note as to what supplier record replaces it. The Vendor Coordinator will add a note in the system to use new supplier record once it has been created.

How is a new subrecipient set up as a supplier (vendor)?


Becoming a Vendor with UNC-Chapel Hill opens in a new tab

For a subagreement amendment, when can the Contracting Officer move funds and when is a Budget Revision required?


If the only account codes involved are 569461, 569486, 559000, or 568795 the Contracting Officers (CO) can process the request; any other account codes means that the Budget Revision (PDF) (BR) needs to be submitted to SponsoredPrograms@unc.edu for the SPS to process.

What are the different types of funding actions?


Change in Funding: Can encompass any of the following: New/ Additional funding, Authorizing Carryover, or a Deobligation in funding, as well as any combination of this.

New/Additional Funding: When UNC is issuing new and/or additional funding to the subrecipient from UNC's Prime Award. This includes UNC carryover that has NOT been previously obligated to this subrecipient.

Carryover Funding: When a subrecipient has funds remaining that were obligated in a prior budget period where carryover is not automatic and requests authorization to utilize those funds in the current budget period. This does NOT include UNC carryover that is being obligated to the subrecipient for the first time, only carryover that was previously obligated to this subrecipient.

Deobligation: Removal of funds from Subrecipient's budget.

How to request/authorize carryover for the Prime Award?


Submit a Prior Approval Request (PDF) form to SponsoredPrograms@unc.edu for your SPS to review.

What is required for the subrecipient budget?


The subrecipient budget has to match the budget in ConnectCarolina and cannot include UNC indirects. Only funding being obligated to the subagreement for that specific budget period should be included or it should be clear what portion of the budget is being obligated this action. The budget document should be a clear line-item portrayal of costs relating to the science of the project and should clearly reflect the costs to complete the Scope of Work. Ensure the budget matches the anticipated payment method, i.e., fixed price, per patient, cost reimbursable. Budget expenses should be allowable, necessary, allocable, reasonable, and consistent. Verify budget and justification to ensure that the calculations are accurate and the documents match. Note that budgets should be broken out for each year of the project.

When can I request a cash advance for a subrecipient?


For a foreign subrecipient or community collaborator, you can request a cash advance up to 25% without a justification, 25.1% and greater require a written justification that will be reviewed by OSP leadership. A cash advance can be requested for each subsequent action. If your subrecipient does not fall into the category of foreign or community collaborator and you have questions regarding this method, please email a description of your situation to OSPSubs@unc.edu for OSP leadership's review.

What is the difference between obligated and authorized funding?


Upon the issuance of an Notice of Award (NoA) or the execution of agreement or subagreement, an obligation is incurred to set aside funds for the payment of work as outlined in the agreement. Sometimes the amount authorized and the amount obligated are the same. However, that is not always the case, especially when Pass-Thru-Entities (PTE) are unable to authorize the full or partial amount of carryover requests from one budget period to the next. An amount is authorized when the awarding agency or PTE gives permission to spend a specific dollar amount during a specific timeframe of the amount that was obligated. 

Why were my vouchers rejected as not available?


The subagreement for that budget period has to be fully executed before invoices can be posted.

The subagreement is in process, when will the funds be uploaded into ConnectCarolina?


Once the subagreement or amendment is fully executed, it will be processed through the system and will be available after that.

Why are audits completed annually for subrecipients?


Per 2 CFR §200.331 - Requirements for Pass-through Entities opens in a new tab any pass through entity must monitor subrecipients according to the outlined requirements.

Why is the subagreement pending Conflict of Interest (COI)?


For subrecipients under projects funded by National Science Foundation (NSF) or a Public Health Safety (PHS) agency, we are required to ensure COI is clear prior to executing an agreement. A Subrecipient COI Form (PDF) is collected at the initial agreement and at any time a change in subrecipient personnel occurs. All subrecipient personnel listed on the COI form receive an email with links for COI training and COI disclosure (as applicable) and both must be completed before the subagreement can be fully executed. The links sent to the subrecipient personnel do not expire. If there is an issue accessing the link or if the email request was not received, the subrecipient should contact OSPSubs@unc.edu to investigate further. If the subrecipient has questions regarding the COI links, please contact COI@unc.edu.

Are Federal Demonstration Partnership (FDP) members automatically compliant with UNC and sponsor policies?


FDP membership does not ensure compliance to sponsor or UNC policies, but provides access to a repository of organizational profiles to help reduce administrative burden when subrecipient documentation is needed. Each member's organizational profile includes the most recent Single Audit, F&A and fringe benefit rate information, certification regarding PHS Financial COI opens in a new tab policy compliance, Federal Identifiers and other compliance-related information.

Why does UNC have to complete compliance requirements?


As the recipient of the sponsor's funds, we are responsible for ensuring appropriate use of those funds in accordance with the approved SOW. That entails monitoring any funds issued to a third party.

What do you need to issue a subagreement for a deobligation?


If the subrecipient requires a formal deobligation or if the deobligation is for a budget period within the project, then the request must include communication with the subrecipient acknowledging their confirmation that funds are being deobligated. If we have received and paid the final invoice (identified as the final invoice), we are no longer contractually obligated to that subrecipient and the deobligation can be completed with a budget revision to the SPS unless: we have received an invoice for the final budget period that was not marked final and we are past the final invoice due date from the subagreement; we are past the final invoice due date from the subagreement and the PI/ department do not expect any further invoices or; the PI/ department has communication from the subrecipient that there will not be further invoices.

Can we issue the subagreement for a longer budget period?


No, the subagreement end date cannot go beyond the prime budget period date.

Can we issue the subagreement for a shorter budget period than the prime award?


Yes, PIs and Departments have the option to elect whether a subrecipient will receive the same budget period as UNC or if there is a concern, the PIs and Departments can request to shorten a budget period for a particular subrecipient. Consistent with current process of issuing outgoing subagreements, the OSP Contracting Officer must still review and approve all requests.

I received a notification about closeout for my subrecipient, what do I do?


If you would like extend the subagreement and the Prime agreement is or will be active, you will need an amendment for that subagreement. If you are not extending the subagreement and you are trying to move funding from the subrecipient, you would need to do a Budget Revision with your SPS. If you are asking for general closeout, that is handled by the closeout team who receive automated emails from the system. If you have additional questions, you can reach out to your Sponsored Projects Accountant.

How do I terminate a subagreement?


Confirm the prime sponsor is aware of the change, confirm if there is a change in SOW with the subrecipient being dropped, contact your SPS regarding sponsor terms and conditions as well as any applicable budget revisions; confirm nothing further is needed by the prime sponsor. Then notify OSPsubs@unc.edu to request a termination.

What if the Subrecipient requests a termination?


Confirm the prime sponsor is aware of the change, confirm if there is a change in SOW with the subrecipient being dropped, contact your SPS regarding sponsor terms and conditions as well as any applicable budget revisions; confirm nothing further is needed by the prime sponsor. Then notify OSPsubs@unc.edu to request a termination.

COVID-19 Updates

Will OSP continue to process requests and transactions for sponsored projects management?


The Office of Sponsored Programs (OSP) is open to the public weekdays 9:00 AM to 5:00 PM. Appointments are not required. Face masks are required and social distancing is enforced. Please proceed as usual with your proposal submissions and sponsored project requests. Please reference the OSP business units page for full descriptions and emails of all OSP personnel and reference the OSP contact page for a list of all email inboxes to contact for specific requests.

Will OSP continue to answer phone calls?


The OSP main phone 919-966-3411 will continue to be answered during normal business hours, 9:00 AM – 5:00 PM.

With OSP now open to the public, can we still drop-off checks or documents for signature?


You can still use the green mailbox (printed with Office of Sponsored Programs on the front) at the entrance of the Administrative Office Building (AOB) to drop-off any mail or checks to OSP. All mail received will be processed within 1 business day from drop-off. If you would like a confirmation receipt that OSP has received your mail, please include a note with the mail stating that and list any email addresses to receive the confirmation.

Is OSP still processing physical mail (i.e. agreements, notices, and checks)?


OSP is processing physical mail on a daily basis. OSP retrieves mail both from University Mail Services opens in a new tab and the OSP mailbox at AOB. For items dropped off at the OSP mailbox at AOB, those will be processed within 1 business day from when you dropped it off. If you would like a confirmation receipt that OSP has received your mail, please include a note with the mail stating that and list any email addresses to receive the confirmation.

Will payments be processed as normal?



There will be no delay in processing payments during this time from OSP. Any checks you need deposited can be dropped off at the OSP mailbox at AOB (see above for directions).

Are the email inboxes supported by OSP still being monitored?


OSP remains fully operation and all inboxes supported by the office such as SponsoredPrograms@unc.edu, OSPBilling@unc.edu, OSPCommunications@unc.edu, Contracting@unc.edu, OSPContracting@unc.edu, OSPSubs@unc.edu, etc. will be monitored as normal during this time.

If I am uncertain about sponsor flexibility in response to COVID-19 what do I do?


OSP continues to monitor sponsor guidance and will communication these updates via email and update this COVID-19 guidance page. You can also email SponsoredPrograms or contact your department’s Sponsored Programs Officer opens in a new tab for additional assistance.

Are proposal still being submitted to the sponsor?


Yes, both the Office of Sponsored Programs and Sponsored Programs Office are fully operational during remote operations.

Which federal agencies have made major changes in proposal submission and award management guidance in response to COVID-19?


The Council on Governmental Relations (COGR) maintains a matrix of agency guidance opens in a new tab that describes how various federal agencies have implemented policies that are consistent with the authorities granted to them under OMB.

Is there anything I should do if an OSP managed sponsored project has halted or slowed progress due to COVID-19?


Sponsor guidance may vary. Please contact your department’s Sponsored Programs Officer opens in a new tab for additional assistance.

Is there a template letter available for responding to sponsor about COVID-19 related impacts?


Yes, please reference the OSP COVID-19 Research Impacts – Sponsor Template (Word) and contact your department’s Sponsored Programs Officer opens in a new tab for additional assistance.

How should recipients submit details on how COVID-19 has delayed or affected the progress of research activities on NIH-funded grant projects?


Recipients of NIH funded research must report on any effects on award in their next RPPR submission. Recipients are not to submit standard letters, but rather report on these details within the RPPR. The funding IC will consider the effects that are reported by the recipient when reviewing and approving the RPPR.

What information should be included in NIH RPPRs due related to COVID-19?


Recipients of NIH Funded research should document COVID-19 effects and state that research outcomes are not available at this time. Recipients should outline when they believe they will be able to include details related to the disruptions to the research efforts. It is important to clearly document progress on grants as it may provide substantiation for any future no-cost time extension requests.

Will UNC subrecipient still received payment?


Currently there are not cuts to funding including subrecipients and are no delays in payment. As we receive information from sponsors, we will update OSP’s COVID-19 Resources page.

What is the guidance on repurposing funds during COVID?


Please be aware that the updated guidance from Federal agencies for sponsored research funds applies to UNC subrecipients as well. If you have a question about the ability to repurpose funds for a specific grant, check that agency’s website.

What level of detail concerning the impacts of COVID-19 should be included in an upcoming RPPR? Is the template emailed from OSP sufficient or should the PI be providing much of the details including payments vs completed/uncompleted work?


Recipients should document any COVID-19 effects and outline any research outcomes that are not available at the time of reporting. Recipients should outline when they believe they will be able to include details related to the disruptions to the research efforts. It is important to clearly document progress on grants as it may provide substantiation for any future no-cost time extension requests. The template letter (Word) provided on the OSP website is not sufficient but can provide general language that may be included. Do NOT submit the template letter with your RPPR. The PI will need to provide detailed information on any COVID-19 effects to the project as part of the RPPR form. Some examples include:

  • Staff idle time

  • Impact to research outcomes for that reporting period

  • Changes and adjustments made to accommodate remote work

  • Ways the PI has reduced operational costs due to the reduction in operations such as renegotiation of offsite rental costs

Is submitting a subsequent, or new, progress report recommended if we submitted an RPPR just prior to the outbreak and do not have an RPPR due during this period?


No, we recommend you provide notification to NIH at the time that the next RPPR for your grant or cooperative agreement is required. For documentation purposes NIH has requested that we use the regularly scheduled annual reporting mechanism to provide this notification.

Do you expect Federal agencies to release more funding for salaries being paid during the months the University is closed due-to the pandemic?


Supplemental funding is available but as of now seems to be focused on COVID supplemental research. NIH’s most recent FAQs indicate that while documentation is required, recipients should not assume additional funds will be available if charging these costs results in a shortage of funds to eventually carry out the project. This could change over time and we recommend talking with your SPS opens in a new tab about any concerns you might have so we can reach out to the appropriate sponsor for additional guidance.

Which section of the RPPR is the most appropriate in which to report COVID-19 Impacts?


Section F-Changes is the section of the RPPR in which you should describe any challenges or delays that you encountered during the reporting period and any actions or plans to resolve them. As a result, this is the most appropriate location to report COVID-19 Impacts to your project. While this section is the primary location that you should describe any impact to your project, additional information may be included throughout the RPPR depending on how your specific project was impacted by COVID-19. Examples of RPPR sections that may include additional information include but are not limited to: Section B-Accomplishments and Section D-Participants.

If we have charged paid administrative leave on Federal contracts, do we need to request prior approval?


Yes, please contact your OSP SPS opens in a new tab as soon as possible to request sponsor prior approval, even if it is after the fact. Any paid administrative leave charges on federal contracts require sponsor prior approval.

What do I do if I have personnel who are idle on my project? Are non-profit sponsors generally allowing for this flexibility?


They should contact their SPS so OSP can review the agreement terms and sponsor requirements to help determine if prior approval is required or some type of notification and if so assist in preparing this. Yes, in some cases our non-profit sponsors are allowing flexibilities, but they vary from sponsor to sponsor.

Should I reach out to the Non-Profit Sponsor directly if I have concerns about my project?


No, we ask that you please loop in OSP by reaching out to your SPS who can help to facilitate and coordinate any communication and requests.

What do I do if my project is ending soon and I will not be able to complete my scope of work?


Work with your SPS to review the terms of your agreement, sponsor flexibilities that have been provided, and help to coordinate any request.

The Federal government is requiring that we include how and if our project was impacted by COVID-19 in our progress reports, should we do the same with Non-Profit sponsor?


Yes, if your project has been impacted by COVID-19 it is important that you provide details on how it has been impacted in your next progress report. It is also recommended that if you were able to continue your project with little impact (example working remotely) then it can’t hurt to provide details on how you were able to continue.

I charged Paid Administrative Leave to my project and now I do not have enough funding to complete my project, what do I do?


Work with your SPS to review the terms of your agreement, sponsor flexibilities that have been provided, and help to coordinate any request.

Do Non-Profit sponsors have gap or supplemental funding available?


In general, we are not seeing gap or supplement funding from our non-profit sponsors but since our sponsors are unique there could be instances where this type of funding will or is currently available.

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 opens in a new tab.

How do I submit a RAMSeS IPF?


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

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 OSP/SOMSPO. 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 OSP/SOMSPO for a complete submission to be accomplished.

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


OSP uses RAM Tracker to manage the tasks needed to review, setup and manage awards. To view RAM Trackers, you can search by either the Proposal ID or Project ID. For more information on finding RAM Trackers, view the guide.

What do the different transaction statuses mean in RAM Tracker?


The Transaction Status of a RAM Tracker will indicate what step of the award management process that that action is in. For a detailed breakdown of each status, please see our guide.

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


Contact either the Current Owner or the Sponsored Programs Officer. 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 opens in a new tab 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 opens in a new tab for each department or unit.

I have questions about processing financial transactions on a sponsored project. What should I do?


The ConnectCarolina User Information website opens in a new tab contains information on how to process and route transactions within the financial system. Specific information for research administration is available here opens in a new tab, and further information for all financial transactions is available here opens in a new tab.

External Systems

How do I get an eRA Commons User ID?


Please submit a request to SponsoredPrograms@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 SponsoredPrograms@unc.edu.
Include the following:

  • eRA Commons ID (ID must contain six characters)

  • roles needed (Information on roles is available here.)

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 opens in a new tab during their traineeship.

How do I update my Personal Profile Information?


All users have access to update their Personal Profile information via the edit feature opens in a new tab within your profile. This lets you make changes to your education, employment, and demographic information. You are also able to delegate opens in a new tab 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 opens in a new tab includes details on all aspects of the system.

Accounts FAQs opens in a new tab | Manage Delegations | Roles In-Depth (PDF) | Manage Personal Profile opens in a new tab | Unaffiliate an Account opens in a new tab

How has the login for eRA Commons changed?


NIH has updated the look and feel of their login and landing page for eRA Commons. You can now use your UNC Onyen and password to login to eRA Commons using a Federated Login, and it now requires two-factor authentication if accessing Commons via a mobile device. Click here opens in a new tab for more information.

What is the Federated Login?


This login allows you to use your UNC login information to sign into eRA Commons. The accounts must be linked in order for the Federated login to work.

How do I use my UNC Onyen and password to login to eRA Commons?


Under the Login with Federated Account select University of North Carolina at Chapel Hill and it will take you to the UNC single sign on (SSO) page. You continue logging on using your UNC information from there, which will link the accounts. For more information click here opens in a new tab.

Why can't I login to eRA Commons using my UNC login?


If this is the first time you have attempted to login using the Federated Credentials, it will ask you to continue to login using your eRA Commons credentials to link the accounts.
If your password has expired, you will need to reset it before it will allow you to login. After you have done this the first time, you will be able to login in without issue.

External Sponsor

Core Facilities

What is a core?


Research Service Centers, also referred to as recharge centers or core facilities, are formally approved, centralized, shared research resource entities that provide access to instruments, technologies, and services, as well as expert consultation and other resources to scientific and clinical investigators that are normally beyond the technical or financial capability of individual Principal Investigators (PIs).

In general, Research Service Centers recover their cost, or a portion of their cost, by providing services in return for user fees that are charged for services. A Research Service Center’s primary purpose is to support University researchers; however, services may also be provided to external users. External users are defined as entities governed and administered independently from the University and may include other academic institutions.

To be considered an official Research Service Center, core facility, or recharge center, rates must be formally approved and reviewed by the UNC Office of Sponsored Programs (OSP) every two years. Formal approval from OSP is required whenever a new rate is added, revised, or removed.

What is the difference between a core/shared resource and a “recharge” or Research Service Center?


In order for a core to be considered an official Research Service Center, or recharge center, rates must be formally approved and reviewed by the UNC Office of Sponsored Programs (OSP) every two years. Formal approval from OSP is required whenever a new rate is added, revised, or removed.

How do I establish my core as an official recharge/Research Service Center?


Contact Research Core Development at RCD@unc.edu and we will assist in starting the process of becoming an official Research Service Center.

I would like to officially close a core/RSC. What do I do?


Contact Research Core Development at RCD@unc.edu and we will assist in beginning the process of closing the core/RSC.

I would like to discuss opportunities to improve a core’s financials- what do I do?


Contact Research Core Development at RCD@unc.edu - we work directly with core management to identify opportunities to improve business processes and increase financial performance of core operations.

What is a fund balance?


There are two different terms related to fund balance – “book fund balance” and “actual fund balance”.

Book fund balance is the difference between recorded revenues and expenditures from the time the RSC was first established to the present. (Sales minus expenses.)

Actual fund balance is the book fund balance adjusted for timing differences between when services provided are billed (revenue recognition) and when customer payments are received (accounts receivable collection). (Sales for which payment has been received minus expenses.)

A surplus is identified by a credit fund balance (revenues are greater than expenses)

A deficit is identified by a debit fund balance (expenses are greater than revenues).

Breakeven is achieved when the operating account’s fund balance results in zero after all outstanding revenues and outstanding expenditures have been recorded and posted to the financial system as of a given point in time.

The actual fund balance may contain a surplus equal to or less than 60 days of working capital.

External sales revenue and depreciation contained in approved recharge rates should result in a planned surplus.

What is an open-access core vs. a member-only core?


Cores may be open to all users or may be restricted to only certain groups of users. For example, a core may provide services to all internal and external users or may only provide services to users within a specific department. Below are the classifications for cores related to users:

  • Open to internal and external users
  • Limited Access Core Facilities: Core facilities that exist to serve a restricted group of investigators associated with a specific grant, or to support investigators within a specific department or center.

    • Open only to UNC users
    • Open only to members
    • Closed (only departmental users)


Collaborative Core: Research-oriented cores that have special expertise and equipment that do not fit unit pricing. In many cases, investigators accomplish their work by collaborating with members of the core. These may be open-access, fee for service, or may instead operate with a different model such as expenses paid directly by PI grants. Typically, collaborative cores are not official recharge centers.

Who is responsible for reviewing recharge rates?


Rates should be formally reviewed at least annually at the department level and every two years by the Cost Analysis and Compliance (CAC) unit in the Office of Sponsored Programs (OSP). OSP maintains a rate review cycle and will contact you prior to your formal review.

Written approval by OSP is required whenever a new rate or fee is added, revised, or deleted. Contact OSP CAC at RSCSupport@unc.edu for a rate review or to add or modify rates.

RSC rates charged should be designed to achieve a break-even operation over a long-term period, usually two years.

I would like to add a new rate or modify a current rate for an existing RSC, what do I do?


Contact OSP CAC at RSCSupport@unc.edu to add or modify rates. OSP CAC will perform a streamlined review of new or modified rates- a full rate review may not be necessary. Written approval by OSP is required whenever a new rate or fee is added, revised, or deleted.

The Rate Development Worksheet I use does not have enough rate columns- what do I do?


Contact OSP CAC at RSCSupport@unc.edu to request additional rate columns on the RDW.

Can a core charge a rate lower than the approved recharge rate(s)?


Rates should be designed to achieve a breakeven operation over a long-term period. OSP recommends charging the applicable approved rates for all services, including charging the breakeven rate for internal users and sponsored agreements.

A core may choose to charge a rate lower than the breakeven rate. However, the department will be responsible for paying the difference between the approved rate on the Rate Development Worksheet and the lower rate charged to customers.

What is the difference between member subsidy and non-member subsidy worksheets?


The difference between the member and non-member subsidy worksheets is that the member subsidy RDW contains additional sections on the “ReOp1-Main Worksheet” tab and the “ReOp7-Subsidies” tab to identify pertinent information related to calculating discounted rates for a specific group of customers that require the products or services of the RSC. If the RSC does not have a specific subset of customers that receive a discounted rate, the non-member subsidy Rate Development Worksheet should be used.

What are the different rates and when should I use them?


The rate to be charged for a particular service is based on the customer:
Internal Breakeven Rate (RDW rate a): also known as the “breakeven rate”.

  • Breakeven Rate = Total Estimated Annual Direct Cost / Total Estimated Annual Usage


Subsidized Internal Rate (RDW rate b): Internal Breakeven Rate less subsidized amount. May be charged to specific groups within UNC who are allowed a reduced rate (for example: within the department, school/college, etc.).
Internal Other Rate (RDW rate c): Internal Breakeven Rate less specific member subsidized amount. May be charged to specific groups within UNC who are allowed a reduced rate (for example: within the department, school/college, etc.).
Minimum External Rate (RDW rate d): Internal Breakeven Rate + F&A. This rate or the market rate, whichever is higher, should be charged for all non-academic external users (for example: GSK, Merck, Pfizer, Tessa, etc.)
Academic Rate: Internal Breakeven Rate + F&A. Also known as the Minimum External Rate. This rate should be charged for all external academic institutions (for example: UNCG, Duke, NCCU, Baylor). This includes UNC System institutions.

Examples:

  • A UNC PI wants a budget for a study sponsored by NCI or another federal sponsor. The Internal Breakeven Rate should be used.

  • A researcher at Duke wants to utilize your core and would like to pay by purchase order. The Academic Rate (also known as the Minimum External Rate) should be used.

  • A UNC PI wants a budget for a study sponsored by Merck. The External Rate should be used (higher of Minimum External Rate or market rate).

Can office supplies be included in the rate calculation process?


No, office supplies are unallowable and cannot be included in the rate calculation within the Rate Development Worksheet.

Can a core provide services to non-UNC users?


Yes. While Research Service Centers/cores are established primarily to meet the needs of the University research community, there are circumstances in which services may be provided to external entities.

You should assess the core’s capacity to serve a new or expanded user base to ensure there is personnel time and instrumentation time available to handle the added business. Service for external users should not negatively impact usage by UNC users.

Are UNC Health and other UNC campuses external users?


Yes. UNC Health and other UNC campuses are external users.

I would like to offer services to an external entity. What should I do?


A service agreement should be in place before beginning any work with an external user. The agreement should define the scope of work, deliverables, cost of services, payment, etc.

The Industry Contracting Group within OSP will work with you to create a fillable template service agreement for your core, which can then be used for any external entity, industry or academic/non-profit.

See Industry Agreements – Core Recharge Service Center Agreement here: https://research.unc.edu/sponsored-research/resources/industry-contracting.

What rate can I charge an external entity?


See #14 above for rate information. Questions about when to use a specific rate? Contact CAC at RSCSupport@unc.edu.

Can I charge a lower rate to an external entity in order to get their business?


You may not charge a rate lower than the rate charged to internal users (Internal Breakeven Rate). If the RSC elects to charge a rate lower than the external minimum rate, the department will be responsible for paying the difference between the approved external minimum rate on the Rate Development Worksheet and the lower rate charged to the customer.

Should I record revenue from external users differently than revenue from internal users?


Yes!

  • Sales from external users should be recorded using account code 441911.

  • Sales from internal users should be recorded using account code 441845.

  • Above-Cost External Revenue is exempt from breakeven requirements if it is documented appropriately.

How do I know if I have an external revenue operating surplus?


External revenue is comprised of two components: break-even portion of external revenue and above-cost portion of external revenue. Both components of external revenue must be monitored and separately documented by the operating unit.

Break-Even External Revenue: The break-even portion of external revenue is defined by the applicable internal rate multiplied by the quantity of service output supplied to the external user:

  • Break-Even External Revenue = Approved Internal Rate * Quantity Supplied


Above-Cost External Revenue: The above-cost portion of external revenue is determined by multiplying the service output provided to the customer by the difference between the approved external rate and the applicable internal rate.

  • Above-Cost External Revenue = External quantity * (External Rate – Internal Rate)


If the external rate used is the Internal Breakeven Rate plus F&A, Above-Cost External Revenue can be calculated as

  • Above-Cost External Revenue (F&A) = External Revenue / (1 + F&A Rate)


The External Revenue Operating Surplus is not subject to rate carryforward adjustments and can be set aside to be used by RSC management solely for the benefit and improvement of the RSC’s operations.

Can the cost of equipment be included in a recharge rate?


Equipment cannot be directly charged to the RSC, but in some circumstances the cost may be recovered via accumulated depreciation. Identifying the original funding source for the equipment is critical before any consideration of including the cost recovery in a recharge rate.

Equipment purchased directly with federally sponsored funds cannot be included in a recharge rate. Much of the research performed at UNC is federally funded. If equipment was purchased using federal funds, the government has already paid for the full cost of the equipment. Therefore, including equipment depreciation in the rates charged to federally funded researchers would be double-billing the government.

If the equipment was not purchased directly with federally sponsored funds and if the equipment is used solely for recharge services, then 100% of the cost recovery (depreciation) can be included in the associated service rate(s). If the equipment is shared between recharge services and other usage, only the percent of usage by the recharge facility can be included in the rate structure. There must be a means for accurate documentation of the levels of usage, either by usage log per instrument or another method.

What is depreciation and how is it calculated?


Because capitalized equipment lasts longer than one year, it would not be appropriate to include the full cost of the equipment in the rates for a single year. This would be overcharging the users in that one year and undercharging users in each successive year the equipment was in service.

Therefore, the cost of equipment should be expensed in equal portions over the entire span of useful life. This allows revenues produced by the use of the equipment to appropriately align with the expense of the original purchase. This is referred to as depreciation: we are using up a portion of the equipment over multiple years, so the cost is also spread over multiple years.

Each year’s cost is the depreciation expense for that year. The total amount of depreciation expense recorded to-date is accumulated depreciation.

Depreciation expense (straight-line method) is calculated as follows:

  • Purchase Price / Useful Life = Annual Depreciation Expense

    *Other factors may influence depreciation expense, such as salvage value, timing of purchase during the year, etc.

If depreciation expense is included in a rate, how should I keep track of it?


Depreciation expense for a given piece of equipment must be applied to only those rates which utilize that specific instrument. Revenue derived from the depreciation expense must be tracked and accounted for as a component of the overall recharge fund balance.

Because recharge accounts are cost recovery systems, there are limits on the amount of carry forward balance that should be accumulated. Depreciation is exempt from this calculation since it is associated with a long-term expense, but you must have supporting documentation showing the amount of accumulated depreciation so that it will be allowed to carry over from year to year and not be considered surplus revenue from normal operations.

OSP CAC will assist with the calculation of accumulated depreciation during the rate review process.

When properly tracked, the accumulated balance of collected depreciation funds can be applied to the purchase of new equipment for the core, which is not normally an allowable expense for a recharge operation. Use of accumulated depreciation funds requires prior written approval from OSP CAC. If you would like to explore options for utilizing an accumulated depreciation balance, contact OSP CAC at RSCSupport@unc.edu.

How can I demo iLab and learn more about getting started?


Contact the SOM Business Office at coresupport@med.unc.edu.

What is the PO feature?


POs can now be maintained, managed, and stored within iLab. Previously, PO numbers were manually keyed into iLab by external customers at the time payment was selected. The new PO feature allows PO information to be saved and assigned to a specific external PI/lab within iLab to be available when selecting payment.

POs may be utilized at a single UNC core or across multiple UNC cores. A PO may be assigned to multiple UNC cores when an external customer engages in a project involving more than one core. This enables the external customer to use a single PO for services across multiple cores.

External customers and UNC core personnel can enter and save PO information into iLab, including a copy of the PO document or the contract between UNC and the customer. This allows more convenient storage and management of PO and contract documents.

UNC core facility administrators have access to view information for each PO used within their core—this information includes PO amount, available remaining balance, and the invoices that have been charged against the PO. This will provide greater visibility to external POs for UNC core staff.

All POs entered into iLab must be approved by an individual at UNC before it can be used. This approval occurs within iLab at the time the PO is created. UNC core staff or UNC institutional administrators have access to approve POs.

How is this different from the current PO capability in iLab?


Currently, an external customer can pay a UNC core with either a credit card or a PO. By selecting a PO, the customer provides a PO number that will be used to process payment but does not save within iLab the actual PO document or PO information. The UNC core will send an invoice to the customer, and the customer will provide payment against the PO via check or ACH (wire) payment. Each time the customer chooses to pay with a PO, the customer must enter the PO number manually. PO information, including the remaining available balance and invoices applied against the PO, is not available within iLab.

The new PO module allows customers, at the time of payment selection, to select the appropriate PO from a drop-down list or add/save a new PO. The PO can be assigned either to one UNC core facility or to all UNC core facilities within iLab.

The new PO module also allows UNC core facility administrators to view information for each PO assigned to the core, including total PO amount, remaining available balance, and invoices applied against the PO.

How do I access the standing PO feature?


Effective December 9th, 2024, UNC core facility staff and administrators will see a new orange-crowned tab titled “PO” on the core page within iLab. Core administrators will use this tab to manage POs assigned to their core, including adding new POs or viewing information for existing POs.

Instead of manually entering a PO number, external customers will see a drop-down list of available POs when selecting payment. External customers will be able to select an existing PO or create a new PO.

For an external customer to select a PO, that PO must be assigned to that customer within the appropriate lab at the external institution. Assignment of POs is established at the time a PO is created and may be revised using the PO administration tab. External customers’ iLab administrators will also be able to change/add PO lab assignments within their institution.

Does the standing PO feature affect internal UNC customers?


No, the standing PO feature only applies to external customers. Internal UNC customers will continue to pay for core services via the current process.

What if I don’t want my customers to use a PO across other cores?


When entering PO information on the PO tab within the core, core staff can select that the PO can only be used at one core.

Can external customers enter POs into iLab?


Yes. External customers are able to add POs. POs entered by a non-UNC individual must be approved by UNC core staff or a UNC iLab administrator.

Will this affect the billing process?


This will not affect the process for internal billing.

There will be a slight change to external billing. Cores will follow the same existing process for external billing; however, if an external charge uses a PO that has not been entered and saved into iLab, this will result in a billing error.

This occurs when an external customer uses a PO that was manually entered for payment prior to the implementation of the PO feature. To resolve the billing error, the PO must be entered into the PO module. Once the PO information is entered and saved into the PO module, it can be selected for payment to resolve the billing error.

For example, on August 1st, an external customer manually input PO # 1234 as payment for a service. On December 1st, the service was ready to bill and the core processed a billing event. If PO # 1234 was not otherwise entered into the iLab PO module, a billing error for this charge will occur. This happens because a PO used by an external customer must be entered into the PO module (aka saved into iLab) in order for charges against that PO to be billed.

What if a customer’s charge exceeds the remaining available PO amount?


An external customer may exceed the remaining available PO amount one time. Once the PO amount is exceeded and the PO has no remaining funds, the PO will not be available as a selection for payment for the customer. The external customer should either revise the PO or work with the core to establish a new PO.

When will this PO function be implemented?


The PO Function will be implemented in iLab on Monday, December 9th. After that date, the PO tab will be available for core administrators and POs can be entered in iLab.

Also, as of December 9th, POs must be entered into iLab for any external billing events. Therefore, we encourage cores to complete their November billing by Friday December 6th.

Throughout the month of December, the RCD Core Support Team will be available to help cores add in POs and information to prepare for December billing events to be processed in January.

When do I need to keep documentation for expenses?



  • If a pass-through rate is used, or if bundled rates are used, documentation must be retained in order to support how the amount charged was calculated.

  • This documentation will be necessary to support costs in case of audit.

  • Documentation should include invoices or receipts for the supplies purchased to satisfy the customer’s request. These costs should align with the amount invoiced to the customer.

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