Office of Sponsored Programs - 500.04 - Pre-Audit Approval of Transactions

Title

Office of Sponsored Programs - 500.04 - Pre-Audit Approval of Transactions

Purpose

The reason for this standard is to detail the compliance activities that are conducted for expenses on sponsored projects.

Policy Statement

During the life of an award, the pre-audit team of the Office of Sponsored Programs (OSP) reviews expenditures (except personnel) for approved budgeted items to assure appropriate spending according to Federal regulations 2 CFR §200 Subpart E and 2 CFR §200 Subpart D, as well as the specific award terms and conditions. To avoid possible spending and accounting errors, the Principal Investigator (PI) and Departmental Administrator (DA) should interact and advise OSP when considerations arise that may affect the allowability of expenditures.

An expense charged to a sponsored project must be supported by documentation sufficient to demonstrate that the expenditure is allowable on the sponsored project to which it is charged. If an expense is allocated across multiple funding sources, supporting documentation must include the allocation method and calculation used to determine the amount charged to each funding source.

An expense charged to a sponsored project should be recorded using an appropriate expense account code to ensure that indirect costs are accurately applied to the expense. The expense account code should adequately reflect the expense being charged.

When requesting information about allowable expenditures, providing the following award details helps OSP provide a timely response:

  • ConnectCarolina Project IDs
  • Funding Agency Award Number
  • Name of PI
  • Any applicable subrecipients or consultants, including contacts and phone numbers
  • Applicable project numbers
  • Detailed explanation of the request

Related Requirements

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 SPS.

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

History

History Table
Date Description
07/01/2022 Revised to reflect new office name.
12/4/2020 Revised to clarify account codes and supporting documentation needed on expenses.
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: 132308
Created
Thu 4/8/21 9:28 PM
Modified
Sat 7/2/22 3:34 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