Subawards

Subawards under sponsored agreements are issued to the Center from an outside institution as an incoming subaward, or issued by the Center to a collaborating institution as an outgoing subaward. The use of a third party to perform part of the approved, programmatic work requires the approval of the funding agency supporting the research. To speed up this approval, the participation of the third party should be included as part of the initial budget proposal, whether it is an incoming or outgoing subaward.

Outgoing Subaward

An outgoing subaward involves the use of a third party to do a portion of the work when the Center is the holder of a Parent Grant. Submitted with the grant application, the following materials from the subawardee should be part of the institutional sign-off documentation:

• Attachment A
• Letter of Intent- signed by the Authorized Representative of the Institution
  • The letter must include the following passage:
    • "The appropriate programmatic and administrative personnel of each institution involved in this grant application are aware of the NIH consortium grant policy, and are prepared to establish the necessary inter-institutional agreement(s) consistent with that policy."
• Budget: A detailed first year budget and a budget for the entire project period on PHS 398 form pages including both direct and F&A costs.
• Budget Justification
• Resource Information Page For NIH/NCI grant applications
• Biosketches for all Key Personnel

These may be required by the Parent institution but are not required by OSR:

• NIH PHS 398/2590 Face Page (e.g. UW)
• Resource Information Page
• Checklist Page

Incoming Subaward

An incoming subaward involves the use of Center resources to do a portion of the work when another institute is the holder of the Parent Grant (e.g. University of Washington (UW)) and issues the subaward. Any proposal submitted by a Center Investigator to participate as a subawardee under another institution's award must be prepared in accordance with the procedure used for Grant/Contract Applications. This includes the completion of all Center forms, human subjects, animal usage, and hazardous substances approval. The following materials are required for Center institutional sign-off but please note that the parent institution may require further documentation:

• Attachment A
• Letter of Participation - signed by the Authorized Representative of the Center, Mark A. Boyer, (see the sample letter noted below)
• Budget- A detailed first year budget and a budget for the entire project period on PHS 398 form pages including both direct and F&A costs
• Budget Justification
• Biosketches for all Key personnel
• Scope of Work

The following may be required by the Prime Institution but are not required by OSR:

• NIH PHS 398/2590 Face Page (e.g. UW)
• Resource Information Page
• Checklist Page

Setting up a Subaward

When a subaward is approved by the awarding agency and funds have been allocated, the Office of Sponsored Research performs the necessary cost analysis and prepares the Subaward document.

If this is the first year of an outgoing subaward, please provide a completed Subcontract Acquisition Form (SAF) to the OSR Contract Specialist. This form includes subawardee contact information, detailed statement of work and budget, and will become an integral part of the contract file.

The Statement of Work (SOW) is the Office of Sponsored Research's formal mechanism for obtaining concurrence to issue the subaward agreement and is assumed final once submitted to the Contract Specialist. Please note that this language is binding and therefore you must ensure it is correct and accurate. As part of the Office of Sponsored Research's preparation, you may be contacted to confirm the subaward data.

The SAF need not be provided in outgoing years, unless there is a significant change to the scope of work or contact information. If you are initiating a subaward not specifically awarded in the Notice of Grant Award, the SAF should be prepared with a schedule of any reports or deliverables that are required.

Subaward Proposal Forms

This page was last modified 12.10.07