Skip to main content

Intergovernmental Personnel Agreements (IPA) Guidance

An Intergovernmental Personnel Agreement (IPA) is an agreement between a federal agency and an institution that provides for the temporary reassignment of personnel between the two organizations. IPAs are normally used for personnel costs and do not serve as funding documents for a project.

The guidelines below describe the process for the review and management of IPA agreements between the University and federal agencies. The Office of Sponsored Programs (OSP) is the campus coordinator for all sponsored program related IPAs at UNC.

Employee Appointments

When to Use an IPA

An IPA helps facilitate cooperation between federal agencies and institutions, which provides mutual benefits. IPAs may be used for:

  • Assisting the transfer and use of new technologies and approaches to solving governmental problems.
  • Effectively developing and implementing federal policies and programs.
  • Strengthening the management capabilities of federal agencies and the University.
  • Facilitating employee developmental programs that enhance performance in their daily job functions.

Eligibility

IPAs can be made for periods up to two years, and may be intermittent, part-time, or full-time. The following conditions must be met:

  • Employee is a regular, full-time employee of UNC-Chapel Hill opens in a new tab (UNC), and not on a temporary assignment or in a temporary position.
  • Employees who are paid partially from sponsored agreements may be required to reduce their effort, depending on the requirement of the IPA.
  • Employee’s salary, fringe benefits, holidays, and retirement must be equal to that of their regular position.

Note: Students employed in research, graduate, or teaching assistant positions are not eligible to participate in an IPA.

IPAs & Sponsored Programs

Cost Sharing

Cost-sharing arrangements for IPAs may include such costs as travel and relocation expenses. Costs are typically shared between participating organizations based on the relative benefit that each receives from the assignment. If the assignee gains work experience that may benefit UNC upon the completion of the IPA assignment, the federal agency may require UNC to cover a percentage of the assignment.

Reduction of Effort

Initiating an IPA may require a reduction in the IPA assignee’s effort on a sponsored project if the performance period of the project overlaps the IPA assignment. In this situation, an OSP Prior Approval Form (PDF) requesting a reduction in effort for the sponsored project should be completed and submitted to SponsoredPrograms@unc.edu.

Conflict of Interest

A Conflict of Interest (COI) issue may arise if the IPA assignee will be working on a project or program that could lead to funding opportunities for UNC. As part of the RAMSeS opens in a new tab Internal Processing Form (IPF) proposal review process, the COI Office opens in a new tab will review assignment duties and manage any potential conflicts.

UNC IPA Process

These agreements are considered and issued based upon the benefits to the federal agency and the University, and not the desires or personal needs of an individual employee. The assignment is voluntary, and the employee must agree to the assignment via a written agreement.

Before an IPA is issued, it must be initiated and reviewed by both the assignee’s department and OSP.

Department Responsibilities

  • Proposed assignee should determine if an IPA is necessary and that they meet the eligibility requirements.
  • Proposed assignee must notify supervisors to ensure that work assignments can be reassigned or managed during the agreement period.
  • Department must create and route a RAMSeS IPF for applicable central office review and approval.

Central Office Responsibilities

  • OSP may work with the federal agency to determine cost sharing for the funding of the IPA, when applicable.
  • OSP may work with sponsors to submit effort reduction requests for existing sponsored projects, when applicable.
  • Prior to signing the IPA, the COI Office will review any submitted disclosures. If a conflict is determined, an approved management plan will be required before OSP can set up the project for funding.
  • OSP will review, negotiate and execute the final agreement with the federal sponsor. In some situations, the fully executed agreement completed by OSP may be sent to the Department or assignee for submission to the sponsor.
  • OSP retains a copy of the fully executed agreement in the associated RAMSeS project record after project ID setup.

Back to Top