1. Subawards
The big Picture
Jennifer to do INTRO

2. 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)

3. 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

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

5. 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

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

7. 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

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

9. 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)

10. 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
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

11. 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

12. 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 /
Finalize subaward set up in system
Elisabeth – Review final steps once Agreement/Amendment is FE

13. 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
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 /
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 

14. 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

15. Subawards: The Big Picture
Foreign Entity
Jennifer INTRO

16. 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

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

18. 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

19. Indirect Costs Subaward Agreement has been Fully Executed
Subawards: The Big Picture
Indirect Costs
Subaward Agreement has been Fully Executed
SubAward Budget Account Codes
– Restricted (Funds are here until they are contractually authorized)
– Subaward $25K or less (F&A included)
– Subaward Greater than $25K (no F&A)
– 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

20. 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

21. Questions Subawards: The Big Picture Open it up to all for questions
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