Office of Sponsored Programs - 200.05 - Departmental Administrator Responsibilities

Title

Office of Sponsored Programs - 200.05 - Departmental Administrator Responsibilities

Purpose

This operating standard establishes the overall responsibility of Department Administrators (DAs) in monitoring sponsored research projects and related components of those projects.

Policy Statement

DAs are responsible for assisting Principal Investigators (PIs) with the daily administrative tasks of sponsored projects’ financial and reporting management in conjunction with the Office of Sponsored Programs (OSP).

While the PI may delegate day-to-day operations of project finances and administration to staff members, the PI accepts ultimate responsibility and accountability for compliance with the University’s policies and sponsor requirements.

Just as PIs are required to review their obligations to the University's policies regarding integrity in research and stewardship of sponsored funds, DAs are governed by the same policies and expectations.

I. Proposal Preparation

The DA is responsible for assisting the PI in preparing proposal submissions for sponsored projects in compliance with the sponsor guidelines and University policies. This includes the following:

  • Correct formatting
  • All sponsor required documentation is included
  • All OSP required documentation is submitted
  • All documentation is uploaded in the sponsor's required application system as well as in RAMSeS
  • OSP or Sponsored Programs Office (SPO) receives documentation in a timely manner

The DA is also responsible for creating a proposed budget based on sponsor guidelines, University requirements, and 2 CFR§200 Subpart E - Cost Principles. All budgets are subject to revision by OSP and acceptance by the sponsor.

II. Prohibition of Award Acceptance

DAs and PIs are prohibited from accepting, negotiating, or indicating acceptance of a sponsored award on behalf of the University, verbally or in writing. Only official designees in the presiding office - OSP, SPO, or the Office of Clinical Trials (OCT) - have the authority to accept an offer of award from a sponsoring agency.

However, DAs are responsible for reviewing the Pending Award information in RAMSeS to confirm the accuracy of information before an award is set up by OSP.

III. Daily Management of Project Expenditures

DAs are responsible for setting up the internal mechanisms to monitor and maintain accurate financial records of sponsored funds. This includes assuring that the PI reviews and authorizes direct charges in accordance with 2 CFR §200 Subpart E - Cost Principles and applicable funding agency guidelines. DAs should review and reconcile project expenditures on a monthly basis to verify the expenses charged to the project are allowable for the project.

IV. Preparation & Submission to OSP of Proper Forms for All Revisions

DAs ensure that changes in project status, such as financial revisions or requests, personnel effort, and any other requests are properly reported to the sponsoring agency through the proper OSP channels using the correct forms.

V. Assistance with Reporting Requirements

DAs also assist the PI in ensuring all technical and scientific reports are submitted to the sponsor by the due date, using the appropriate forms and submission systems. They also alert OSP if the technical and scientific report needs to be submitted in conjunction with a financial report.

VI. Project Closeout with OSP

DAs assist the PI in preparation and timely submission of final technical reports and other required documentation. They also work in conjunction with OSP on the final financial report to ensure all charges are accurate and allowable. This includes promptly removing any expenses deemed unallowable by OSP.

Related Requirements

Unit Policies, Standards, & Procedures

Contact Information

For questions regarding this operating standard and its related procedure, please contact SponsoredPrograms@unc.edu.

For questions regarding Pre-Award management or Post-Award administration, please contact the assigned Sponsored Projects Specialist (SPS).

For invoicing, reporting and other financial matters, please contact the assigned Sponsored Projects Accountant.
OSP Staff assignments may be found in RAMSeS or on the OSP website.

History

History Table
Date Description
07/01/2022 Revised to reflect new office name.
05/15/2018 Revised to coincide with the release of the new OSP Website.

The operating standards in the Office of Sponsored Programs Operating Standards & Procedures Manual supersede any OSP operating standards, procedures and appendices previously included in the University Business Manual, a publication of UNC-Chapel Hill’s Division of Finance.

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Details

Article ID: 132276
Created
Thu 4/8/21 9:27 PM
Modified
Sat 7/2/22 3:24 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
07/01/2022 12:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Vice Chancellor
Last Review
Date on which the most recent document review was completed.
07/01/2022 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
07/01/2022 12:00 AM
Next Review
Date on which the next document review is due.
07/01/2023 12:00 AM
Origination
Date on which the original version of this document was first made official.
07/01/2008 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Research-Office of Sponsored Programs