Financial Services
Policies and Procedures - Contracts and Grants
Policy 3 - Proposal Processing
General
General Administration requires that all proposals processed within the University of North Carolina system follow the guidelines established by GA Form 3.81, Internal Processing Form. The Internal Processing Form, must be accompanied by GA Form 2.81, Abstract of Application for Grant, Contract, or Cooperative Agreement. The greenfolder provides the forms and the instructions for internal review and approval. For questions concerning these forms contact the Office of Sponsored Programs.
Advance notification of upcoming proposals is appreciated, in that it allows appropriate shifting of staff to meet the anticipated timing and coverage in those instances when staff is out-of-the-office. Please notify The Office of Sponsored Programs at 334-5878 of your intent to file a proposal.
Office of Contracts and Grants
Appointments can be scheduled for budgetary review with The Office of Contracts and Grants by calling 334-5091. In advance of submitting your proposal to the Office of Research Services, you should seek out the Office of Contracts and Grants if there are any budgetary concerns. You might need to discuss methodology regarding how to develop a budget and/or need your budget and budget narrative reviewed. For more routine proposals, you might just need the final budget and budget narrative reviewed. In this case, please submit a hard copy of your proposal at least three working days in advance of the sponsor mailing date. Last minute proposals may not be approved in time to meet the sponsors filing deadlines and will not usurp the proposals that are already in the works. To insure that your budget and other financial aspects of the project received appropriate consideration and approval, you need to allow sufficient lead time, preferable two weeks. Extra time should be allowed for processing of complex proposals.
Complex Proposals
Certain proposals become complex because of out-of-the-ordinary configurations written into them. These complexities slow the processing of a proposal, and extra time and effort is required to process them. Included as extraordinary configuration are subcontracts, consortia agreements, proposals which contain provisions for major equipment purchases or renovations to buildings, include unusual consulting arrangements, include significant cost-sharing requirements, include contract provisions which involve organizations for which we are providing services, and multiple year projects. The principal investigator must establish contact with the appropriate Dean(s) and the Office of Contracts and Grants as the proposal is developed to insure that all complex arrangements or proposals are developed along acceptable lines. Extra time should be allowed for processing of complex proposals.