Budget Justifications are no longer required for ALL applicable amendment requests

If a budget justification is required by the sponsor, then it must be included.

New Instructions tab incorporated into all forms

There are now detailed instructions pertaining to each field in the forms that is accessible in each form.

Initiate a Subagreement vs. Amend an Existing Subagreement

Currently, full agreements are drafted for all subawards that receive a new project ID each year. The prime award on these projects typically does not award automatic carryover.

Any additional year(s) of funding, even if a new PS Project ID has been issued, will now go through the Amendment SIP form.

Additional Information for Data Use Agreements (DUA)

The Data Use Agreement (DUA) is a necessary component of the Federal Demonstration Partnership (FDP) template when data is being transferred and an independent or Master DUA has not been established. If there is an established DUA, either the ALICE Record No. is required or the DUA must be attached.

Updated Human Research Subjects' Information

The Federal Demonstration Partnership (FDP) has required additional IRB information that needs to be incorporated in the draft agreements to the subrecipient in regard to the single IRBs and IRB holders.

Required Attachments

Departments will be asked to upload all subaward attachments for new agreements and amendments. This will allow for the departments to ensure that the appropriate subagreement documentation is included in the subrecipient's agreement which will reduce the margin of error and reduce additional administrative burden for all parties involved, ensuring that the research is able to move forward in a more timely manner.

New fields in Amendment - New/Additional Funding and Carryover

There are now separate fields to indicate either New/Additional Funding and/or Carryover Funding to add clarity to the difference of these types of funding.

What is the Subagreement Initiation Portal (SIP)?

SIP is an online tool used for initiating and amending subagreements issued to UNC’s subrecipients.

Who is responsible for issuing Subagreements?

The Subaward team within OSR’s Research Administration unit is responsible for negotiating and signing all outgoing subagreements and amendments.

How do I submit a request for a Subagreement or amendment?

Requests to initiate and amend subagreements will need to be submitted via the Subagreement Initiation Portal (SIP).

What is the SIP process?

• Department completes and submits SIP request
• Completed SIP form routes to ResAminOSR@unc.edu and is assigned to the appropriate SPS
• SPS reviews all documentation before forwarding request to the Subaward Manager (SAM)
  *If all necessary documentation isn’t received or additional documentation is needed, the department will be notified by email to submit additional information via SIP and the transaction will be placed on hold by the SPS until requested information is received
• The SAM will review to confirm all documentation is attached and move to Subaward Specialist (SAS).
• The SAS will complete a final review of the documents and complete all Compliance requirements. They will then proceed to draft, issue, and execute the subagreement or amendment.

What actions may be completed via SIP?

• Subagreements or Amendments with a new project ID
• Amendments with existing project IDs
• Submission of additional documentation requested by SPS or SAS

How do I provide Research Subject and Data Transfer Information?

There will be a series of questions pertaining to Research Subjects and Data Use information, which can be completed in the online form or via fillable PDF form.

Funding to Subrecipients is issued for one year at a time. If the sponsor provides us with funding for more than a year, how do I handle SIP submittals?

For Year 1, you may send the full project budget and justification, however, we will require budget information each year in order to issue the subagreement or amendment to ensure we capture any budget or staff changes.

What is the SIP Questionnaire?

A group of initial questions which will direct the user to the appropriate subagreement action and form.

Can I send the SIP emails to a shared inbox?

Yes, in the "Submitter Email" field, for initial subagreements or amendments, you can enter the shared inbox email address for your department.

Can I save and return later to finish SIP?

Yes, for all SIP actions there is an option to “Save and Continue Later”. When selected, a link will be sent to the entered email that is good for thirty (30) days. You may also extend the time period by returning to that link to update the form at any time prior to the end of the 30 days.

What do I do if I need to revise a SIP form that I have already submitted?

Please make the needed changes within the confirmation email that you received and send it to ResAdminOSR@unc.edu. DO NOT create a new SIP form to make revisions.

What do I use the Additional Comments section for?

You may use the additional comments field if there are unique terms and conditions that need to be included in the agreement or amendment. Requests such as a cash advance being issued up front, or if specific information is needed to issue the subagreement, such as with international agreements, can also be identified in this box. You may also add anything to clarify responses on the form that will help the SAS in issuing the agreement or amendment. The SAS will review and determine if the terms and conditions requested are appropriate

What emails will I receive for managing subagreements?

• Establishment of new PS project IDs
• Reminders every ten (10) calendar days that the RAM Tracker status is "SIP Review – Pending Department"
• Reminders from RAMSeS thirty (30) days prior to budget end date

How do I check the status of a Subagreement?

All Subagreements are tracked via RAM Tracker which is the workflow management tool for OSR. You may view the status of your subagreements within the RAM Tracker Transparency tool. Please see RAM Tracker Transparency guidance for more information.

Can I submit a request for a subagreement Letter of Guarantee through SIP?

No. Letter of Guarantees are issued for prime projects but not subagreements. A notice of award has to be accepted before funds can be committed to a subrecipient.

How do I receive help for Subagreement Initiation Portal (SIP) questions?

Please email ResAdminOSR@unc.edu with any questions about SIP. For detailed assistance on using SIP please visit our SIP Help / Training section. For specific subagreement questions, email your departments Sponsored Projects Specialist.