UNCW: OSP FRS Account

Once an official award document has been received, Sponsored Programs will request a Fund number be created in the Banner Finance system. This process is not started until OSP has determined if any required IRB or IACUC approvals are in place. Additional time may be needed for the director, to negotiate with the sponsor in terms of modification, legal language, and intellectual/publishing concerns.

Once it has been confirmed that any approvals have been obtained, Sponsored Programs will prepare the request for a Banner Fund number to go forward to accounting. Once the number has been assigned, the PI will be notified by email of that number and can begin working on the project. This process can take up to 10 working days and involves Sponsored Programs, Accounting, Budgets, and Financial Systems. Every effort is made to expedite the receipt of a new fund number.

When the fund number is received, a PI should review the project’s scope of work to determine if sub-awards need to be issued, employees hired, or other activities need to begin.

The Sponsored Programs director is the authorized institutional official to submit proposals, negotiate awards and accept awards. A faculty member may not accept an award on behalf of the university. If a faculty member does sign an agreement, even if it’s sent directly to them, they put themselves at risk personally. Any difficulties during the conduct of the project could result in personal liability and the inability of the university to provide protection. While a contract may appear at first brush to be straightforward and simple, there is a good deal of language often included (or not included) which presents problems of ownership, legal obligations, and certain actions to which the university cannot agree. If a faculty member receives an award document directly, s/he should immediately contact Sponsored Programs and deliver the document to them

Sometimes revisions to agreements may result in lengthy delays, others the award is straightforward and can be agreed to immediately. During these negotiations, sponsored programs staff may contact the PI to clarify issues related to the programmatic scope of work and/or budget modifications. Every award is reviewed to ensure consistency between the approved proposal and the award instrument. It is also reviewed for existing approvals for animal or human subject involvement before being released.