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CENTERS, INSTITUTES & CONSORTIA

Membership Pre & Post-Award Workflows

Thursday October 23, 2025

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Meet the Presenters

Rita Henry

Centers & Institutes Specialist

Office of Research and Innovation

research-centers@ncsu.edu

Joanne Pope-Clark

Senior Fiscal Manager

Office of Contracts and Grants

jpope@ncsu.edu

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Joanne has Over 20 years of experience in research administration, with a career spanning nonprofit, higher education, and grant management. I began my career in the nonprofit sector before joining NC State University in 2010. In 2013, I began working at Cleveland State University, later moving to the Virginia Institute of Marine Science at the College of William & Mary. I returned to NC State in 2015 as part of the Contracts & Grants office, where I advanced through roles of increasing responsibility. In September 2024, I was promoted to Senior Fiscal Manager, overseeing post award management, compliance and financial reporting across a broad portfolio of federal, state, and private funding sources.

Rita: I have 7 years of experience as a research administrator. I started out as a pre/post award consultant in ECE Dept. Spent 3 years as a proposal consultant in CALS where I worked closely with centers and consortia. I then became the CI specialist in ORI. I have been in this role for close to a year and a half.

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Why Are We Here Today?

Discuss Pre and Post Award Workflows for Centers, Institutes, and consortia that have membership agreements.

Financial overview

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Where Can You Find This Presentation?

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research.ncsu.edu/centers/industry-engagement

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What’s the Impact of Centers, Institutes, & Consortia ?

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What Are Membership

Governing Documents?

Every membership C/I/c must have a set of governing documents:

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Membership Agreement

Bylaws

Each C/I/c should have an IAB (Industry Advisory Board) formed of representatives from each member.

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What are Membership Dues used for?

Fund research projects

Core Projects with/without subaward

Limited use for administrative support
Limited use for marketing activities

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Where are Membership Dues Held?

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Answer: A Membership Pool

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How is a Membership Pool created?

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Once a new membership Center is established or consortium is approved, ORI creates a Pool Setup record in RED:

Example PAM-P13-001690 for ASSIST membership pool.

The award notice is sent to the Office of Contracts and Grants for project ID set up (membership pool account - 5 account).

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How Does the Award Notice for a Membership Pool Look ?

Joanne: The award notice is sent to CNG for account set up. The Fiscal Assistant will review and verify all necessary information is included. OUC, zero dollar, etc.

Award notice received in CNG

Reviewed by Fiscal Assistant for accuracy

OUC verified with College

Project ID set up for membership pool

Zero budget

Zero F&A

Folder set to hold award notice, bylaws, blank membership agreement, signed agreements and invoices/payments.

Once the C/I/c is approved and awarded, the “Notice of Award” cover letter is sent to the Office of Contracts and Grants to establish a project ID for the membership pool.

No direct spending against the pool

Sole purpose of a pool project ID:

Hold/track payments

Fund projects

Maintain clear accounting of funds received

Facilitate financial reporting

Set up with Zero F&A and Zero budget

Budget/Project periods is determined by the signed membership agreements.

A new OUC (Organizational Unit Code) may be needed.

A customer ID# (for invoicing purposes) is set up for the pool project ID.

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How Does the Membership Pool Look in WRS?

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How Do I Extend the End Date on a Membership Pool?

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Submit a PMR (Project Modification Request)

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What Are Different Types of Membership Award Actions

New

Renewal

Termination (Deobligation)

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How Do I Get Membership Agreements Signed by the University?

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Currently: PINS In the Future: PD (Proposal Development)

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What Should I Enter in PINS?

Project Info Tab

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What Else Should I Enter in PINS? Sponsors/Subs/Deadlines Tab

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What Else Should I Enter in PINS?

Proposal Info/Docs Tab

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What Backup Documents are Required in PINS for Memberships?

Membership agreement.

Current version of bylaws.

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What About Members Who Want to Renew Their Agreement?

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What Happens After the PINS Record is Approved?

New or Renewal proposal is imported into RED & assigned to CI Specialist.

Agreement signed on behalf of NC State and emailed to the C/I/c contact to share with Member.

Billing for dues is performed by CnG (Joanne Pope-Clark). Use the Google Form to request an invoice AFTER you have a fully signed membership agreement.

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Use this Form to request an invoice

(Ledger 5 only).

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Award Package for Membership

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Award package created by SPARCS QC.

Award package forwarded to CnG and to the College.

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What Happens If a Member Wants

To Terminate Their Agreement?

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Financial Management

Membership Agreements

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Managing Agreements

(Types: New/Renewal/in-kind/Termination)

Once an agreement is fully executed, the award notice is sent to CNG to be reviewed and processed. Action required depends on the award notice type.

Award periods (prorated, etc.)
Comments (special instruction, installment, PO, email, etc.)
Contact Information (billing, etc.) Use the Google Form.

Termination (cancel any outstanding invoices, Center action needed?)

Individual Membership agreements are assigned a PAM # but they do not get assigned a project ID # (5 account #). Membership agreements are housed in the pool folder.

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When Should I Send an Invoice to the Member?

New and renewal membership agreements are invoiced when the C/I/c requests an invoice from C&G using the Google Form.

60 days prior - C/I/c should send a reminder email to the member 60 days prior start of new membership period.

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Invoicing - Cont.

30 - Based on information provided by C/I/c in the Google Form, CNG will manually generate invoices. Copies of the invoices are sent to the center (admin, director, etc.) for:

Final review for accuracy, add PO # (if applicable), etc.
To be emailed to members by the center or uploaded in external platform.
Monthly Accounts Receivables (A/R) follow up is the responsibility of the C/I/c.
Payment tracking (if members have paid dues but not via the invoice, notify C&G to void the invoice)
Financial and yearly reporting (NSF, IAB, etc.)

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How Does the Invoice Look?

Billing and contact
PAM #
Inform. in the body
Invoice period
Amount
Duplicate invoice #

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What Type of Accounts are Funded From Membership Dues (Pool)

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CORE PROJECTS ADMINISTRATIVE ACCT. MARKETING ACCT.

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Core Projects

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How are Core Projects Funded?

An RIFD (Request for Internal Funds Distribution). RIFD is entered by College Research Office (CRO) after PINS is imported into RED and C/I/c confirms availability of funds.

Pool (source) Core Project (target)

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Core Projects in WRS

Maps to Pool project ID
Assigned to Fiscal Manager Code “V”

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Administrative Account

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Administrative Account

No overhead.
Up to 16.5% of annual dues can be allocated.

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How is an Administrative Account Funded?

RIFD

(Request for Internal Funds

Distribution) entered by CRO

Pool (source) Admin Account (target)

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Marketing Account

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Setting Up a Marketing Account

-Unanimous IAB vote is required.

-Must be approved by Associate Vice Chancellor for Research Infrastructure (AVC).

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Marketing Account Transfer

-Transfer of funds is performed by CnG after approved by ORI.

What information is needed

Email request from C/I/c requesting the transfer.
Approved IAB meeting minutes and AVC approval.
Spreadsheet showing payments received (member’s name, amount paid, etc.)
Percentage/amount to be transferred (up to 10% of annual budget)
Ledger 7 project ID

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Where is the Money?

Accounts Receivable

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Payments

Who paid? *****A/R follow up is the responsibility of the C/I/c.*****

Receipt of payments:

1. Payments received are applied to outstanding invoices within 24hrs. 2. Payments received without a fully executed agreement on file will be

placed in CNG’s holding account. 3. Payments received without reference to an invoice number may

result in a delay in posting to the correct project ID. 4. Payments will be posted less any fees (wire/credit card) short pay,

etc.

5. Early pay discounts should not be offered to members by the center

6. Payment terms is net 30

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Invoicing - A/R - tracking

Research PI Portal - Enter Project ID and search

2a. Click C&G invoices tab to view paid and pending invoices

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Invoicing - A/R

2b. Click invoice # hyperlink to view invoice activity summary

2c. For more detail (Who, what, when, etc.) click on the hypeline next to “Item”

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Invoicing - Viewing deposits

Payments received by the University are deposited within 24hrs of receipt. Payments from members are posted as receivables on the pool project ID.

Viewing receivables (payments): 1. Log into Peoplesoft WRS P1

2. Type in Pool project ID. Leave “select a date” field blank to view all payments to date

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Invoicing - Viewing deposits - cont.

3. Drill down on cumulative amount (received to date) under PTD Activity for other receivables (description)

Payments received by month

Drilldown on total for month to see details

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Invoicing - Viewing deposits - cont.

Payments received - Now what?

Once a month, C/I/c reconciles the membership pool project ID. Payments received for the month are reviewed, confirmed for accuracy and posted to the pool budget via a Journal Voucher by Contracts and Grants.

Example: Monthly receivables for April:

Example: Budget load by CNG:

When requested by the C/I/c to CnG, the Budget load includes payment amount, member year payment is for, and member’s name. This information can be downloaded from WRS as needed.

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Tracking

Tracking and A/R follow up

Invoice numbers are generated using a generic customer ID assigned to the pool project ID. As a result, the member’s name will not show up on the aging report.

It is recommended that the center use a spreadsheet to log/track payments and budgeting.

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What About _________from the Membership Pool?

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Other Projects

Not Funded from Membership Dues

Enhancement Projects
Non-Core Projects

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Enhancement Projects (EP)

A member in good standing willing to “enhance” research on the ongoing Core project may provide additional funds and sign a non-negotiable Enhancement project agreement. Results of the project are shared with all members.

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Rita:

PINS record is required: Proposal category is “Research”. Project title should include a designation as an Enhancement project.

Appropriate “Center” must be selected from the drop-down list.

Sponsoring company-member must be selected as Direct and Prime Sponsor.

F&A rate is 10% MTDC “D-Center project” under F&A underrecovery justification

“XXCM-14-000-MTDC” justification code.

Period of performance (PoP) cannot overlap the end of Sponsor’s membership cycle, can be for multiple years but is funded in annual increments.

Awarded in the same manner as any externally funded project (not via RIFD).

Maps to self (not the Pool)

Assigned to various Fiscal Manager Code.

CnG invoices Sponsoring member for funding (per payment terms included in the EP agreement) Payment terms: either the full amount is billed upon execution of the EP agreement or payment is expected in 2 increments - at the beginning of the project and at the end - after Final Tech report is submitted to the Sponsor.

EP agreement has no financial reporting requirements. If funds remain once project is complete, they can transfer to the membership pool account to be used to fund a core project or admin account.

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EP - Changes

No Cost Extension (NCE) and/or change in PI must be requested via PMR.

Additional funding requires Supplement PINS record only.

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Non-Core Projects

Carried out for and funded by a member outside of the pooled membership dues, Core or Enhancement projects.

Executed using a separate Sponsored Project Agreement (SPA)
Terms negotiated by the Office of Sponsored Programs and Regulatory Compliance Services (SPARCS)

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What Happens When A C/I/c Ends?

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Questions?

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Resources

Website:

https://research.ncsu.edu/centers/

Email:

research-centers@ncsu.edu

jpope@ncsu.edu or cnghelpdesk@ncsu.edu

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Quick Tip

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How to Locate List of Memberships for Renewal

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Go to Search All Records in RED. Select Post Award Management. Select Instrument. Select Membership Pool. Hit Search.

Find your Center on the list and click on the record number. Select View. Master Record. Select Related Projects on the left under Summary. You will see all memberships recorded for this Center as a list. Check the project end date of each listed membership agreement