Awards
ORSP is responsible for negotiating and accepting project awards (i.e. grants, contracts, cooperative agreements, subcontracts, etc.) on behalf of UNCP.
A Notice of Award (NOA) is notification from the sponsor that an award has been approved and funded, and it contains information about the amount of funds obligated, the period for performance and the scope of work and information about the terms and conditions associated with the award. The terms of an award are reviewed by OSRP prior to acceptance of the award. These negotiations are done by OSRP on behalf of the university. OSRP may consult the principal investigator (PI), department administrator, Office of General Counsel and other central offices during this process. The PI does not negotiate these terms.
An NOA is normally sent to OSRP — the authorized office to receive and accept award notices on behalf of the university. The (PD/PI) receives an NOA directly and they should forward it to OSRP for review, negotiation and acceptance. Once an award has been accepted, OSRP issues an award transmittal to the Division of Finance & Administration for the award setup in the Banner system.
Award Acceptance
OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200) (“Uniform Guidance”), specifically §200.331, requires pass-through entities (UNCP) to evaluate each subrecipient and to monitor the activities of the subrecipient accordingly and in compliance with applicable federal regulations and statutes.
Monitoring is a system of education, reviewing, tracking and reporting on the use of grant funds. Monitoring begins in the award phase and continues throughout all three phases in the life cycle of a grant.
Monitoring activities are designed to assure the public funds are spent in compliance with applicable rules and statutes, and that performance expectations are being achieved. UNC Pembroke is responsible for the programmatic and financial monitoring of its Sponsored Research and Programs, including all subrecipients.
A subrecipient agreement (subaward/subcontract) is an agreement made by the university to a third party for the performance of a substantive portion of the work of a sponsored project. In most cases, a subrecipient award will be for a particular phase or area of a sponsored project which has been identified in both the proposal and subsequent agreement of the prime award (grant or contract) and where the university maintains overall scientific, administrative and financial responsibility (as opposed to covering the use of professional or consulting services).
In most cases, subrecipient agreements will be to other universities for services similar to those performed by the university (research, instruction and public service).
Prior to the issuance of the subaward, a risk assessment is conducted by the OSRP to determine the appropriate level of monitoring and to ensure monitoring and reporting requirements are incorporated into the subaward document.
The assessment is conducted at the beginning of the project and annually thereafter unless circumstances warrant a more frequent assessment. The procedures outlined in the document below are intended to define specific responsibilities around award establishment and project monitoring as well as defining appropriate ways in which monitoring may be accomplished.