Conducting collaborative projects how to request a subaward and when is a consultant needed
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Conducting Collaborative Projects How to request a Subaward and when is a consultant needed?. OSP Awareness Feb 16, 2012 osp.syr.edu [email protected] Collaborating with Others Subawards, Consultants, or Vendors. Today’s Topics What is What? What mechanism or agreement type is needed?

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Conducting Collaborative Projects How to request a Subaward and when is a consultant needed?

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Conducting Collaborative ProjectsHow to request a Subaward and when is a consultant needed?

OSP Awareness

Feb 16, 2012

osp.syr.edu

[email protected]


Collaborating with OthersSubawards, Consultants, or Vendors

  • Today’s Topics

    • What is What?

      • What mechanism or agreement type is needed?

    • Subawards –

      • Using the “Request to Issue a Subaward” form

    • Consultants –

      • Submitting the “Consulting Agreement”


How do you tell what is what?

  • Subawards/Subcontracts

    • Make programmatic decisions within the agreed upon scope of work

    • Would be considered a PI or Co-PI if at SU

    • Minimal direction from SU

    • Measured against prime sponsor requirements

    • Work benefits the sponsor

  • Vendors/Purchased Services

    • Provides required services as a normal course of business

    • Operates in a competitive environment

    • Measured against the agreement with SU

    • Serves SU’s needs with a high level of direction

  • Consultants

    • Individual

    • Provides advice based on expertise

    • Measured against the agreement with SU

    • Serves SU’s needs


How do you tell what is what?

  • Indicators of Subawards, Purchased Services and Consultants


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);

  • A budget justification and budget (in format required by sponsor) authorized by the institutional official;

  • A brief 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

    • Initial Step

      • Submit Request to Issue a Subaward

    • On-going Activities

      • Monitor quality of work/progress

      • Approve Invoices

      • Submit Request to Modify a Subaward

      • Approve Closeout

  • OSP Responsibilities

    • Initial Step

      • Subaward Negotiations

      • Subaward Commitment Setup

    • On-going Activities

      • Subrecipient Monitoring

      • Pre-Audit Invoice Review and Processing

      • Closeout


Request to Issue a Subaward

  • Request to Issue a Subaward

    • Must include:

      • Statement of Work

      • Budget/Narrative

      • Current Contact Information

      • Required FFATA Data


Request to Modify a Subaward

  • 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

  • PI/Project Staff Responsibilities

    • Submit the Consulting Agreement, SOW, Budget and Worksheet to OSP

    • Setup Consultant Commitment and process appropriate invoices

  • OSP Responsibilities

    • Review Worksheet and supporting documents

    • Assure that the Consulting Agreement is complete and fully executed


Consulting Agreement

Consultant Worksheet

Consulting Agreement


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/Staffsubmit 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 OSP –

  • Reviews all Requests to Issue a Subaward and consulting agreements

  • Negotiates and executes all agreements

  • Monitors subrecipients

  • Creates subaward commitments

  • 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


Questions?


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