Outgoing Subcontracts The Nuts and Bolts Amy Carver, Assistant Grants Officer.

Slides:



Advertisements
Similar presentations
Award Appropriation 101: Dollars and Sense Stephanie Logaras Associate Grants Officer Office for Sponsored Research Andrew Mark Grants Assistant Office.
Advertisements

In Pursuit of Signature: Its a Team Effort! Presented by Patricia Pfister and Lane Campbell Office for Sponsored Research-Evanston August 6, 2012.
How Your Research Administration Team Supports You From Start to Finish Michelle Melin-Rogovin, Manager of Research Administration Research Administration.
Pre and Post Award – What You Should Know Presented by: Your Senior Contract & Grant Officers Sponsored Projects Administration.
Creating Proposal and Managing Grants Maria Whalen (508)
Contamination Cleanup Grant Program Implementation Workshop.
Subcontract Management. Objectives Understand the distinction between a subaward and a purchased serviceUnderstand the distinction between a subaward.
Subawards and Subcontracts Sponsored Projects Training Program October 17 th, 2011 Renee Hunt, Julie Macy & Dawn Pelkey.
Subcontracts Procedures and Federal Regulations Susan Tompkins George Walueff.
JULY12, 2011 SESSION 7 OF AAPLS – BUDGETING FOR PROPOSALS WITH SUBCONTRACTS: ESTABLISHING RELATIONSHIPS APPLICANTS & ADMINISTRATORS PREAWARD LUNCHEON SERIES.
Kuali Coeus User Group Austin, Texas March 2011 Dennis J Paffrath Assistant Vice President for Sponsored Programs Administration 1.
Subrecipient Monitoring OFFICE OF RESEARCH ADMINISTRATION 2010.
JANUARY 8, 2013 SESSION 1 OF YEAR 3 AAPLS ( APPLICANTS & ADMINISTRATORS PREAWARD LUNCHEON SERIES ) Grant Submission and Research Policies at Tufts: Review.
Subawards and Subrecipient Monitoring
Iowa State University Office of Sponsored Programs Administration Sub-Recipient Request Form Refresher Six Questions Presented by: John Gilmour 20 Nov.
Provided by: Office of Sponsored Research Services (OSRS) January 2014 SUBS Training1.
Step by Step Process. Checklist and Form Instructions A checklist is provided on the website to help applicants track their progress in completing the.
Award Closeout Process 1 Departmental Research Administrators Training Track.
The Office of Research Services The Office of Research Support Services 1 REVISED March, 2010 Award Acceptance and Account Set-Up Sponsored Programs at.
Subrecipient Monitoring. A formal binding legal agreement between your institution and another legal entity A portion of your sponsored project's.
CRADLE TO GRAVE WORKSHOP POST AWARD June 9, 2014 Katherine Newkirk, Research Service Manager, Division of Infectious Diseases.
APRIL 16, 2013 PRE-AWARD MATTERS THAT AFFECT POST-AWARD COMPLIANCE MODULE SESSION 4 OF SERIES III AAPLS (APPLICANTS & ADMINISTRATORS PREAWARD LUNCHEON.
CSBS Fourth Friday Faculty Workshop 1: Grant Management CSBS: Frances Solano ORSP: Stefanie Friesen TUC: Stacey Lord / Maryann Camarillo 1/23/
Page CDBG/CHIP Recipients’ Workshop This package must be signed and returned to DCA within 30 days after receiving grant award – What am I?
Version Grants Online Non-Competitive Process Maps.
1 Module 4: Post-Award Administration of Sponsored Projects (Part 1) Office of Research and Sponsored Programs The University of Mississippi 100 Barr Hall.
Pre-Award Issues Related to Human Research and Animal Use March 15, 2013.
Updating the Subcontract Issuance Process at CSU Fullerton Myrna A. Lindo, MBA, CRA Grants and Contracts Officer / Subcontract Lead.
Recipe for Success in Subcontracting Crystal Miller and Elizabeth Fowlkes.
Office of the Vice Chancellor for Research 1 Update on PHS New Rule on Financial Conflicts of Interest (FCOI) Presentation to Business Managers January.
Redevelopment Grant Program Implementation Workshop Spring 2010.
Mastering the NOA ENGINEERING RESEARCH ADMINISTRATION 2013 P RESENTED BY : D EB M ICHAEL & D ONNA O BEID.
SUBRECIPIENT Sponsor SFSU Sub. Sub-Award Checklist (Pre-Award)  Scope of Work  Budget  Budget Justification  Biosketch  Subrecipient vs. Vendor Determination.
Submitting Subaward Proposals ORA Third Tuesday January 15, 2007.
Reimbursement Request/Invoice After the grant packet is reviewed a purchase order and fully executed copy of the grant will be sent to the grantee. Following.
LETTER OF INTENT FOR INDUSTRY SPONSORED RESEARCH Signe Denmark, SCTR Research Opportunities & Collaborations Ryan Mulligan, SCTR Grants & Contracts Navigator.
Cost Sharing. Objectives Review roles and responsibilities Facilitate pro-active, continuous monitoring of cost share commitments Review Cost Share Summary.
Subcontracts: Deciphering ESPR Taylor Carl, OSR Melanie Mkrdichian, Department of Surgery.
“SPEAR” W ORKSHOP O CTOBER 19 & 30, 2015 ANGELLE GOMEZ S UBAWARD R ISK A SSESSMENT / MONITORING.
“SPEAR” W ORKSHOP P RESENTED BY : C ATHERINE S TRESING S USANNE S TAMM A WARDS.
Subcontracts: Deciphering ESPR Tyra Darville-Layne, OSR Evanston Melanie Mkrdichian, RA.
DHHS sub account transition DHHS agencies are transitioning their payment request method Payments for DHHS awards must be requested on an award by award.
Department of Research Administrators Workgroup (DRAW) October 20th, 2009 deMarneffe 132.
Sponsored Project Administration Fall 2012 CERTIFICATION PROGRAM Sponsored Project Lifecycle Introduction Overview Creating a Project Budget Compliance.
Section 68 – What are your Sub- Recipients up to? (Sub-Recipient Monitoring – State Perspective) Wednesday, May 23, :30-2:45 Cindy Jarvis, Assistant.
May 5, 2016 Working With CTO Contracting: How Do I Get My Clinical Trial Contract Negotiated & Why Isn’t It Signed Yet? Jaci Brown, Manager, CTO-Contracting.
SUBMITTING PROPOSALS AFTER LEGAL CLOSE If you plan to collaborate with VUMC investigators, you will need to include a VUMC proposal for an outgoing billing.
What’s your friend up to? Subrecipient Monitoring Issues Tom Egan, MIT OSP Jeannette Gordon, Division of Grants Compliance and Oversight OPERA, OER, NIH.
PROPOSAL REVIEW AND SUBMISSION FYAP May 5, 2016 Julie Wammack Sponsored Research Administration.
Subaward, Procurement, or Consulting? Herbert B. Chermside, CRA Prepared for Virginia Commonwealth University Grants Administration Training Series © 2003.
CuResearch Event Forms (Requesting a Subaward). Events You can now request a subaward through cuResearch, using “Events”! What is a Subaward? Subawards*
Juanita Syljuberget Alabama Cooperative Extension System May 23, 2012.
Subcontracts Overview ASRSP- Spending & Payment. Subcontract Payment Process ASRSP- Spending & Payment.
Contract Compliance Training
Joint Appointment Process
Award Set-Up and Advances
Subaward - 2 CFR A formal legal agreement between your institution and another legal entity An award provided by a pass-through entity (PTE) to.
Overview of Consultants in Sponsored Projects (OSR)
Redistributing Funds & Large Scale Award Set-up
Proposal Routing Overview
Aaron DeLee, Assistant Grants Officer Mike DiBiccaro, Grants Assistant
Contract Compliance Training
Subaward Life Cycle 10/24/17.
LOC Draws, Subrecipient Monitoring, & FFRs
Post-Award Non-Financial Tasks
OSR-Chicago Award Setup Diana Abdi, Grants Assistant
How to Complete a Subaward Requisition
OSP/DFA Research Administration Certification Program
Making it up as we go along: two years post re-organization
Subawards Overview of Subawards-Federal Definition
Presentation transcript:

Outgoing Subcontracts The Nuts and Bolts Amy Carver, Assistant Grants Officer

CREDITS The following humorous drawings are from the blog, hyperboleandahalf.blogspot.com

Agenda Process overview A few specifics – Sub request checklist – Carry Forward – Agreements Tab – Follow Up

PROCESS OVERVIEW

Definitions Subcontract/Subaward: A legal instrument by which a recipient provides funds to an eligible subrecipient to perform a substantive portion of the grant- supported program or project. (NIH Glossary) Outgoing Subcontract: one in which Northwestern is seeking out subrecipient(s) to perform a substantive role in research being conducted by Northwestern.

Prequel: What Happens First Sponsor issues an award to Northwestern. PI determines how much money to give the sub(s). Northwestern obtains approval to issue subcontract. RA prepares an OSR-3. Sends to the GA. GA creates a chart string. Note: previous agreement/amendment must be fully executed before any additional amendment requests are made.

Asking for a Subcontract RA/department prepares a subcontract request… Complete the OSR-6, -7, or ESPR form.OSR-6, -7, or ESPR form Include supporting documentation (e.g. budget, SOW) Route for signature.

Who Are Your friends? Is this subcontract allowed? Has it been approved? – Friend: your GO How much to obligate? What SOW? – Friend: PI, note: within sponsors approval Where do I get a budget? – PI and/or subrecipient Invoices? Leftover balances? – your GCFA I am also your friend.

Once I Receive It… Check the request against the prime award. Analyze any risk the subrecipient institution or individuals might pose. Contact the RA about any questions or concerns. Prepare the subcontract. Send to the sub. Start the InfoEd record of the subcontracts progress. (Agreements tab)

In Their Court Subrecipient receives the subcontract, reviews, and requests revisions (if any). I negotiate the subcontract with input from the RA, PI, and GO as needed. The sub signs and returns. I have the subagreement counter-signed and return it to the sub, department, and ASRSP.

Occasional Extra Loops Subrecipient Questionnaire FCOI – Investigator: any person regardless of title or position who is responsible for the design, conduct, or reporting of research.

A FEW SPECIFICS

ONCE MORE - IN DETAIL What does a good subcontract request look like?

New Subcontract OSR-6 form or ESPR Request to Issue New Subaward Chartstring (see prequel) Documents: budget (matching the dollar amount on the OSR-6/ESPR), budget justification, and SOW Dates: must be inside or equal to prime award dates NU-Chicago does not allow automatic carry forward Any other notes for OSR or special documentation (e.g. letter of approval from sponsor)

Amendment to a Subcontract OSR-7 form or ESPR Change to Existing Subaward/ Continuation Subaward Chartstring or SP* number Any documentation to support change (e.g. adding funds, include budget) Dates: inside prime award dates, no gap in subaward period Reminder: indicate if carry forward is allowed Subrecipient contact information (if changed)

CARRY FORWARD

Carry Forward Approval Prime award – sometimes requires carry forward approval from sponsor, sometimes not Outgoing subcontracts – we do not allow automatic carry forward on any outgoing subcontracts Who needs to approve? – Automatic carry forward on prime award: Northwestern PI – No automatic carry forward on prime award: Sponsor & PI

Carry Forward Amount Full amount – general language (e.g. Carry forward is approved from year x (mm/dd/yyyy – mm/dd/yyyy) to year y (mm/dd/yyyy – mm/dd/yyyyy).) Restricted (either by sponsor or PI) amount– requires specific dollar amount.

A Note on No-Cost Extensions A no-cost extension request on an outgoing subcontract that does not mention carry forward is essentially saying the subrecipient intends to work for free.

AGREEMENTS TAB Tracking your subcontract request in InfoEd

FOLLOW UP

Follow Up Responsibilities Subcontract GO (me) after 30 days RA/department… – In pressing situations – Knowledge of a better contact – At will

QUESTIONS & ANSWERS

Contact Info Amy Carver Assistant Grants Officer Northwestern University, Chicago Campus Presentation date: 3/20/14