Conducting Collaborative Projects Part 3 OSP Awareness Feb 9, 2011 osp.syr.edu

Collaborating with Others Today’s Topics – Subawards – Lisa V. Kaley-Heyn What is a Subaward? Using the “Request to Issue a Subaward” form – Consultants – Caroline McMullin When is a Consultant Agreement needed? Submitting the “Consulting Agreement”

Overview

How do you tell what is what? Subawards/Subcontracts – Characteristics – Account Codes = /subject to F&A; / not subject to F&A Vendors/Purchased Services – Characteristics – Account Code = /Educ & Res Svc; /Other prof fees Consultants – Characteristics – Account Code = /Consultants Indicators of Subawards, Purchased Services and Consultants

Authorization Process Flow… Proposal – Who SU Faculty/Staff submit the IRR and proposal naming planned collaborators Non-SU entities submit commitments via letter, form or quote Award – Who SU Faculty/Staff submit the Request to Issue a Subaward, or Non-Personnel Worksheet and Consulting Agreement with attachments to OSP Non-SU collaborators submit statements of work, budgets and budget narratives sufficient to define the work to be done

Authorization Process Flow… Award – Who SU Faculty/Staff - Works with subrecipients, consultants and vendors to assure that work is done as planned Creates consultant and vendor commitments Monitors all work and expenditures on the project Award – Who SU OSP – Reviews all Requests to Issue a Subaward and consulting agreements Negotiates and executes all agreements Monitors subrecipients Creates subaward commitments

Subawards

Subawards at the Proposal Stage The following items must be provided to OSP five business days prior to proposal submission: – Either the Subrecipient Commitment form or a letter of intent to collaborate containing comparable information, which has been signed by an authorized institutional official (NOTE: this is ordinarily not the PI/project director at the partner institution);Subrecipient Commitment form – A budget justification and budget (in format required by sponsor) authorized by the institutional official; – A brief statement of work.statement of work – Any other documentation that may be required by the application guidelines (e.g. current and pending support, biographical sketches, etc).

Issuing Subawards PI/Project Staff Responsibilities – Request to Issue – Monitor quality of work/progress – Approve Invoices – Request to Modify – Approve Closeout OSP Responsibilities – Subaward Negotiations – Subrecipient Monitoring – Subaward Commitment Setup – Pre-Audit Invoice Review and Processing – Closeout

Request to Issue a Subaward – Must include: Statement of Work Budget/Narrative Current Contact Information Required FFATA Data

Request to Modify a Subaward – Things to Think About Do you want to continue collaborating? Is the work progressing according to plan? Have invoices been submitted and are they appropriate? Are compliance issues in order? Are reporting requirements sufficient? Who is authorized to approve?

Consultants

Consultants at the Proposal Stage The following items must be provided to OSP five business days prior to proposal submission: – the service to be provided; – the number of days of service involved (per year, if applicable), – the daily rate of compensation, and – whether travel will be separately itemized.

Engaging a Consultant OSP Responsibilities – Available to discuss with the PI/Staff the work being done by the project collaborators to help determine appropriate action – Review Worksheet and supporting documents – Assure that the Consulting Agreement is complete and fully executed PI/Project Staff Responsibilities – Submit the Consulting Agreement, SOW, Budget and Worksheet to OSP – Setup Consultant Commitment and process appropriate invoices

Consulting Agreement Consultant Worksheet Consulting Agreement

Questions?

Collaborating with Others What’s Next? Part 3 – February 16, 2011 – Reviewing Subaward Invoices – Closing your Subaward Part 4 – April 6, 2011 – SU Collaborators - Voices of Experience