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.