RAM Service Request Statuses and Types

Every service request in RAM has a status (updated as the request progresses through RAM) and a type (selected when you create the request). The service request type determines what information you need to provide, and cannot be changed after the request is created, so it’s important to select the appropriate type at the outset.

Statuses in RAM

Status

Description

Not Submitted

With Reporter (DLCI). Service request can be saved, edited, or deactivated.

In Progress

With RAS to process.

  • Service request cannot be edited by Reporter.
  • Reporter can add comments and attachments.

Inactive

Not resolved, but no longer in progress. Assigned to requests that are no longer needed.

At DLCI

With Reporter. Service request can be edited, submitted, or deactivated.

Deferred

Paused. RAS is not actively working on the request.

Resolved

Work has been completed on the service request.

Service Request Types

New Awards

  • Initiates establishment of a new award account following receipt of a fully executed sponsor agreement or notice of award.

    • Submission guidance: Please link an Institute Proposal (IP) to this ticket and upload any relevant documentation. If you do not have an IP, please contact your RAS CA. Note: New awards must be fully executed and finalized before they will be activated. RAS CA/assistant contract administrator (ACA) will upload completed Input Form as needed. 
    • Routes to: CA

  • Used to request a pre-award or advance account when work must begin before the fully executed award is received. Requires department and DLCI approval and carries financial risk.

Child Account Maintenance

  • Requests creation of a new child account under an existing parent award to support project management, reporting, or internal tracking needs.

    • Submission guidance: Please link the level 1 parent and the immediate parent account (if different) that the new child account will be under.
    • Routes to: Assistant contract administrators (ACA) group

  • Creates a child account specifically designated for fabrication or equipment costs, aligned with sponsor and MIT accounting requirements.

    • Submission guidance: Note: DLCIs must request fabricated equipment (FabE) accounts from the VPF Property Office. RAS only sets up FabE children upon receipt of approval of the FabE proposal and set up request from VPF Property Office.
    • Routes to: Data Services Team (DST)

  • Creates a participant support cost child account to segregate allowable participant support costs in compliance with sponsor rules.

    • Submission guidance: Please link the level 1 parent account and the immediate parent account (if different) that the new child account will be under. Note: Participant support cost children are set up as non-research accounts with special rates.
    • Routes to: Assistant contract administrators (ACA) group

  • Updates dates or requests redistribution of awarded funds across child accounts, cost objects, or participating units.

    • Submission guidance: Link Level 1 parent and all child accounts in the award structure that need date changes or changes in authorized total. If all child accounts need an update please enter "all children" or "all active children" in the child account field. If child account is a billing account, please review sponsor terms to determine if approval is required.
    • Routes to: Assistant contract administrators (ACA) group

  • Update or correct approved cost-sharing plans, including changes to cost-share sources, amounts, or allocation across accounts. Requires submission of an updated form.

    • Routes to: Assistant contract administrators (ACA) group

Consortia

  • Add, remove, or update consortium members, including funding amounts, or institutional participation. 

    • Submission guidance: Please link the top level awards for both the consortium expense and membership structures. Please also link any additional expense and membership awards related to the request. 
    • Routes to: CA

Sponsor Approval Request

  • Requests sponsor approval (when required) and RAS processing for changes to the PI, key personnel, or their committed effort on an active award.

    • Submission guidance: Most sponsors require that we notify them or obtain approval when there is a change or significant reduction in effort for PI and key persons. See Key Personnel for more information.
    • Routes to: CA

  • Used to request sponsor approval for actions requiring prior authorization that are not otherwise categorized (e.g., unusual rebudgeting, scope clarifications).

    • Submission guidance: This should be used for equipment, travel, subaward and other non-personnel, non-extension sponsor approvals.
    • Routes to: CA

No Cost Extension (NCE)

  • Used to extend the project end date without additional funding.

    • Routes to: CA

  • Extends a pending or advance account while awaiting sponsor action, allowing continued spending with appropriate approvals and risk acknowledgment.

    • Routes to: Assistant contract administrators (ACA) group

Edits to Awards

  • Processes official sponsor amendments that modify award terms, funding, period of performance, or conditions.

    • Submission guidance: Please upload the modification/amendment received from sponsor. Submission of this request indicates that PI has been notified of request to increase or decrease obligation. Please associate award parent and any child accounts in structure that need to be updated.
    • Routes to: Assistant contract administrators (ACA) group

  • Updates the internal status of an award (e.g., pending, active, on hold) based on sponsor actions or internal practices.

    • Submission guidance: Link Level 1 parent and all child accounts in the award structure needing the status change. If this is a consortium award structure update, use the Consortium Updates service request type instead. Note: Closeout requests for WBS accounts must be directed to VPF Sponsored Accounting. 
    • Routes to: Assistant contract administrators (ACA) group

  • Update to rates or under-recovery.

    • Routes to: CA

  • Used to update compliance-related information tied to an award, such as regulatory requirements, certifications, or compliance status tracking.

    • Routes to: Assistant contract administrators (ACA) group

  • Requests updates to invoicing terms, billing schedules, payment methods, or sponsor payment contact information.

    • Submission guidance: Billing/Payment Information updates (Method of Payment, Payment Schedule, SAP Billing Form/Billing Type, Payment Contacts, Invoice Instructions)  
    • Routes to: Assistant contract administrators (ACA) group

  • Updates the obligated amount on an award following receipt of sponsor payment, ensuring accurate financial tracking.

    • Submission guidance: Please provide proof of payment, e.g., an SAP screenshot of payment received. If this is for a consortium membership please use the "Consortium Updates service request type.
    • Routes to: Assistant contract administrators (ACA) group

  • Supports financial closeout activities, including documenting in KC final invoices and financial reports, following account audit by VPF Sponsored Accounting. These requests are submitted by VPF Sponsored Accounting (currently via email to automatically create a ticket). These are routed directly to Data Services Team (DST) rather than to the assistant contract administrator (ACA) or CA. Under certain scenarios closeout requests are sent to the CA for review and approval before processing by DST.

    • Submission guidance: Closeout requests originate from VPF Sponsored Accounting who provide closeout form along with other related files, such as FFR and communication to sponsor. RAS to confirm Anticipated Total change. RAS to complete Award Budget update for child and parent as needed
    • Routes to: DST

  • Covers post-award actions that do not fit standard categories, such as special sponsor requests or unusual administrative needs.

    • Submission guidance: Use this type only when no specific type for your request exists. Please associate the award and any children in the structure that require the update or correction. Please upload any additional supporting materials.
    • Routes to: Assistant contract administrators (ACA) group

Outgoing Subawards

  • Initiates the setup and issuance of a new subaward to a collaborating institution under an active MIT award (outgoing subaward).

    • Submission guidance: Anticipated information is based on the entire expected length and amount for subaward. Obligation information is for the initial budget period of up to 12 months.
    • Routes to: Subaward team

  • Requests changes to an existing outgoing subaward, such as funding adjustments, period of performance changes, or scope updates.

    • Submission guidance: Anticipated information is based on the entire expected length and amount for subaward. Obligation information is for the initial budget period of up to 12 months. Subaward total is not always the same as PO value, e.g., if there are multiple POs for the subaward.
    • Routes to: Subaward team

Institute Proposal Updates

  • Requests changes to the proposal status (e.g., withdrawn, funded, not funded) to ensure accurate institutional tracking.

    • Submission guidance: Please link all relevant Institute Proposals. If a proposal needs to be changed to "Funded," use the Other Award Edits service  request type instead.
    • Routes to: Data Services Team (DST)

  • Update to rates or under-recovery.

    • Routes to: CA

  • Updates compliance elements associated with the original proposal record, such as certifications or institutional compliance flags.

    • Submission guidance: Please link your Institute Proposal.
    • Routes to: CA

Sponsor and Organization Maintenance

  • Requests setup of a new sponsor entity in MIT systems for future proposals, awards, or agreements.

    • Submission guidance: Most requests will be processed within 24 hours. After submission, contact your RAS CA if you need expedited handling.
    • Routes to: Data Services Team (DST)

  • Creates a new subrecipient organization record to support issuance of a subaward under an MIT prime award.

    • Submission guidance: Most requests will be processed within 24 hours. After submission, contact your RAS CA if you need expedited handling. All subaward organizations are required to complete the Subrecipient Profile Questionnaire [PDF]. Please direct questions regarding the form or subrecipient requirements in general to subawards@mit.edu.
    • Routes to: Data Services Team (DST)

  • Requests updates to sponsor or organization details, such as name changes, mergers, or administrative corrections.

    • Routes to: Data Services Team (DST)

Non-MIT Person Maintenance 

  • Requests creation of a new sponsor, organization, or contact record in MIT’s address book for proposal, award, or subaward use.

    • Submission guidance: Most requests will be processed within 24 hours. After submission, contact your RAS CA if you need expedited handling.
    • Routes to: Data Services Team (DST)

Get Help

Contact RA Support (ra-help@mit.edu) if you have questions about using RAM.