Subawards The big Picture Jennifer to do INTRO

Subawards: The Big Picture Jennifer McGinnis Subaward Team Manager Elisabeth Rogers Sponsored Projects Specialist Diana Stanley Administrative Director for Research & Compliance for IGHID Each introduce themselves – Then Jennifer explain the goal of today to have perspective from all aspects of creating/maintaining a subaward (subaward team, OSR sps, departmental)

Talking Points Documents / Information Needed for a Subaward Subawards: The Big Picture Talking Points Documents / Information Needed for a Subaward LifeCycle of a Subaward Foreign Entities Budgeting / Indirect Costs Real Life Examples / Pointers Q & A Elisabeth

Subawards: The Big Picture Diana to do Icebreaker – Intro with instructions of how this will work, then invite the audience to participate

Where do I Begin? Documents / Info Needed for a Subaward Subawards: The Big Picture Where do I Begin? Documents / Info Needed for a Subaward Jennifer

Documents / Info Subawards: The Big Picture Jennifer to discuss – These requests would be made to OSR via a PAR form with BR if applicable

Documents / Info Subawards: The Big Picture Need to Add a new Subaward after NOA has been issued? Submit PAR Form Elisabeth - If you need to add a new subaward (foreign or domestic) please use the PAR Prior Approval Request form. This would have a BR component as well to show where to pull funds from for the subaward. Choose ‘Yes’ Budget Revision request Needed

Lifecycle of a Subaward Subawards: The Big Picture Lifecycle of a Subaward Diana intro

Lifecycle of a Subaward Subawards: The Big Picture Lifecycle of a Subaward Departmental Preaward Phase – subawards are identified by PI during initial submission/RPPR Subaward Documents along with instructions/timeline sent to subaward site Subaward information is entered in Ramses for Review and approval by SPO/OSR Agency Approval – JIT/NOA OSR – Subaward team Departmental – Diana - Should also address here amendments for incremental funding or changes (some steps are same, some are not needed)

Lifecycle of a Subaward Subawards: The Big Picture Lifecycle of a Subaward OSR – Sponsored Project Specialist NOA with subs received or Department submits request to OSR via resadminosr@ Assigned to SPS (Sponsored Projects Specialist) Review documents (communicate with dept for questions/revisions) Send to DM for Project ID set up and/or Budget Revision SPS monitors action for set up completion – Once done route RT to Subaward team Segway to Elisabeth - Should also address here amendments for incremental funding or changes (some steps are same, some are not needed, also add that if not sure, have discussion with sps and/or subaward manager for large projects

Lifecycle of a Subaward Subawards: The Big Picture Lifecycle of a Subaward Subaward Team Receive & review Ramtracker Assigned to subaward specialist Review documents Begin Subrecipient Monitoring Review Determine appropriate template and draft language Send drafted agreement or amendment and request for more information to subrecipient Negotiate as necessary Receive partially executed agreement & additional documents Complete monitoring and compliance review Complete execution of document To Jennifer - Should also address here amendments for incremental funding or changes (some steps are same, some are not needed)–also add that if not sure, have discussion with sps and/or subaward manager for large projects

Lifecycle of a Subaward Subawards: The Big Picture Lifecycle of a Subaward Data Management – Final Steps DM receives executed subaward agreement / amendment documents Release restricted funds into 569461 / 569486 Finalize subaward set up in system Elisabeth – Review final steps once Agreement/Amendment is FE

Lifecycle of a Subaward Subawards: The Big Picture Lifecycle of a Subaward Departmental Preaward Phase – subawards are identified by PI during initial submission/RPPR Subaward Documents along with instructions/timeline sent to subaward site Subaward information is entered in Ramses for Review and approval by SPO/OSR Agency Approval – JIT/NOA OSR – Subaward team OSR – Sponsored Projects Specialist NOA with subs received or Department submits request to OSR via resadminosr@ Assigned to SPS (Sponsored Projects Specialist) Review documents (communicate with dept for questions/revisions) Send to DM for Project ID set up and/or Budget Revision SPS monitors action for set up completion – Once done route RT to Subaward team Subaward Team Receive & review Ramtracker Assigned to subaward specialist Review documents Begin Subrecipient Monitoring Review Determine appropriate template and draft language Send drafted agreement or amendment and request for more information to subrecipient Negotiate as necessary Receive partially executed agreement & additional documents Complete monitoring and compliance review Complete execution of document Data Management DM receives executed subaward agreement / amendment documents Release restricted funds into 569461 / 569486 Finalize subaward set up in system Jennifer – Complete LifeCycle of a Subaward – NOTE: HANDY TOOL TO PRINT IT OUT AND PUT IT UP FOR REFERENCE 

Lifecycle of a Subaward Subawards: The Big Picture Lifecycle of a Subaward SubAward Squid Subagreement Document for Execution Required (and helpful) documents and background context Ramtracker Project ID Compliance & monitoring review Appropriate template and language (negotiated as appropriate) Jennifer – All necessary components for an executed subagreement

Subawards: The Big Picture Foreign Entity Jennifer INTRO

Foreign Entities F&A limitations VAT (Value added tax) Subawards: The Big Picture Foreign Entities F&A limitations De Minimus VAT (Value added tax) Country specific Advanced payments Subrecipient commitment form (monitoring discussion) Export control Jennifer – de minimus, Elisabeth – VAT (brief explanation of VAT, it is country specific, be sure to inquire of your potential subrecipient and their financial contact regarding whether they use VAT, brief overview of who uses VAT), Jennifer – Advanced Payments and Subrecipient Monitoring, Export Control

Indirect Costs Relating to Subawards Subawards: The Big Picture Indirect Costs Relating to Subawards Elisabeth INTRO

Indirect Costs Budgeting for Subawards Subawards: The Big Picture Documents rec’d from SubSite – Direct/Indirect costs become UNC’s Direct Costs under Consortium (Refer to agency specific funding announcement for guidelines on direct costs cap) Our F&A is calculated on only the first $25,000 of the Subaward costs Applies to the entire project F&A on multiple subawards – Same site/Same Prime Elisabeth – lessons learned, examples, budgeting examples, info…. IDC in regards to subawards can be a bit tricky, so I wanted to share information with you to help make it easier to understand – Direct Costs CAP – even though consortium F&A becomes our direct, for some applications, these costs don’t factor into the direct costs Cap

Indirect Costs Subaward Agreement has been Fully Executed Subawards: The Big Picture Indirect Costs Subaward Agreement has been Fully Executed SubAward Budget Account Codes 568795 – Restricted (Funds are here until they are contractually authorized) 569461 – Subaward $25K or less (F&A included) 569486 – Subaward Greater than $25K (no F&A) 559000 – Indirect Budget Elisabeth – These are the subaward budget codes – if you see expenses or budget in different account codes – need to research/question/revise if necessary

Real Life Examples / Pointers Subawards: The Big Picture Real Life Examples / Pointers Diana / Jennifer / Elisabeth – give real life examples with pointers – Encourage audience to share own examples/pointers of different situations that could help others

Questions Subawards: The Big Picture Open it up to all for questions This Photo by Unknown Author is licensed under CC BY-NC-ND