return to top

Home

Post-Award Process

The information on this page is primarily for contract managers administering post-award research contracts and grants. Contact our office if you need further assistance.

In order for a Project Information and Navigation System (PINS), Research Administration Data and Reporting (RADAR) and Prior Approval Request (ePAR) profile to be set-up in the system, send an email to both Pat Hayes and Rosette Tavolacci with the following information: <click here to send email>

  • Provide the OUC of your Department
  • Provide the (Full Name), (Unity ID), (Preferred Email Address) and (Employee ID*) of the Person for whom you are making the request.
  • Advise the Individual to complete/submit a COI disclosure BEFORE routing a proposal.

*Please note, the individual must be on the HR system. If the individual has not yet officially joined NC State University the Department can set up a No Pay status record within the HR system which in turn will generate an Employee ID.

  • New Award Process
    • November 2007 Memo*: Contract Managers, Bookkeepers and University Administrative Managers:  topic/issues by HR, Travel Audit, Purchasing, SPARCS and C&G
    • Payment Instructions:  National Science Foundation (NSF): Research Experiences for Undergraduates (REU) and Alliances For Graduate Education And The Professoriate (AGEP):In previous years, REU and AGEP payments have been processed through both the Human Resource (HR) system and the Financial System. Effective May 16, 2008, these payments must be processed entirely through accounts payable. This change will streamline and standardize the payment process and avoid the potential for unneccesary paperwork such as I-9s, background checks, and E-verify. ....more
    • Internal Distributions
    • Federal Checklist for FDP Agencies (May 2011) In the pursuit of streamlining the new award process, C&G has changed the Federal Checklist procedure for federal and federal flow-through projects. All projects that are covered under the Federal Demonstration Partnership (FDP) (direct or flow-through) will be covered under the checklist that we have posted at: http://www.ncsu.edu/cng/policies/federal_checklist_fdp_current.php

      Agencies sponsoring awards covered under FDP include: Air Force Office of Scientific Research (AFOSR); Army Research Office (ARO); Army Medical Research (AMR); Department of Energy (DOE); Environmental Protection Agency (EPA); NASA; National Science Foundation (NSF); National Institutes of Health (NIH); Office of Naval Research (ONR); and Department of Agriculture CSREES (USDA)

      **Award documentation for projects covered under the FDP will no longer be accompanied by a hard-copy Federal Checklist.**

      Moving forward, award documentation for any federal or federal flow-through projects not covered under FDP will be accompanied by a paper checklist. C&G will also be working to ensure that a paper checklist is generated for all projects that have been awarded since September 1, 2010. This will take time, as we continue to deal with matters that may have a higher priority. Just remember that all of the details that would be found on the checklist are contained in the award documentation. In completing your New Award Reviews, it would be beneficial to “highlight these areas.

      Please remember that the Federal Checklist is simply a guideline; the award document must be read in-full, as it may contain project-specific guidelines.

      Let us know if you have any questions! Sharon Wright Compliance Specialist Office of Contracts and Grants (phone: 919-515-8013)

  • Account Code Listing for Entering Budgets*
  • Salary Ranges for Graduate Research Assistants and Post-doctoral Students*
  • Release Time - interactive form *
  • Summer Salary - interactive form *
    • EPA Summer Salary Certification Form (C&G rev May 2010): complete this form to certify summer supplemental pay from all funding sources in accordance with Regulation 05.20.35. The form should be completed on a monthly basis, signed by the 15th day of the month following the month the salary payment was received, and retained by the College/Department. The form is subject to audit and failure to complete the form could result in negative audit findings to the University.

      NOTE: This form DOES NOT replace the TEARS Summer Effort Report. If you receive summer research pay that is charged to a contract and grant project (SL-5) you will be required to certify your TEARS Summer Effort Report.

      Reminder: Leave is not applicable to 9 month employees outside of the contract period.  Summer pay should only be paid for the actual time (or percentage) worked.

  • Payroll Redistributions (Retroactive Payroll Adjustments)- interactive form *
    • February 2011 The Out of Compliance Justification Form for over 90 day payroll redistributions affecting Contract and Grant projects (SL-5) has been revised
      • Prepare the form in its entirety with a detailed justification as to why the form is being prepared.
      • Make sure and list the redistribution number on the form before going to the next step.
      • Send the form and any supporting documentation, including the redistribution form directly to Pat Hayes (phayes@ncsu.edu) plus carbon copy Rosette Tavolacci (rosette_tavolacci@ncsu.edu).
      • Pat will review and either approve or reject back to you.
        • If approved, he will secure the Dean's signature and forward directly to The Office of Contracts and Grants (C&G). 
        • Pat will make a copy for your records as well.
      • Do not send directly to C&G or to the Dean, as this will only delay the processing time.
  • College Financial Reconciliation & Fixed Price Report - interactive form *
    • December 1, 2008: Contract Managers and Administrative Support
    • February 4, 2011: The Office of Contracts and Grants: Closeout & Redistribution process
    • February 22, 2011: Reconciliation due by the due date, no exceptions: Please see the email attached from Julie in C&G. Please note the College has stressed these points over and over in the past years. Now you can see that there will be no more leniency or time given to complete the closeouts. If you do not complete it early enough to get to my office for review and then approval to the C&G level, they will invoice based on what is in Wolf reports. Your department will be responsible for all costs that were not part of Wolf reports when they invoice. No revisions will be allowed. Please ensure your DH's are aware that there are going to be costs that will need to be covered by the department in the event you do not complete the Closeouts in the proper amount of time. Also please pay close attention to the part about having valid JV numbers and valid redistribution numbers. Thanks so much Pat
    • NEW E-Closeout Online System: handbook
  • College Cost Share Confirmation - interactive form *
  • After the Fact Cost Sharing Documentation: Regular Monthly Effort Only (interactive PDF form)

The Institute for Transportation Research and Education at North Carolina State University: North Carolina Department of Transportation: Research Project Guidelines are excerpted from the “Master Agreement for Services for Research and Development and Training Projects,” NCSU Contract No. 98-1783, with additional requirements, dates and clarification necessary for SPR funded project management.

 

 

 

 

 

* PDF documents require the Adobe Acrobat plug-in