1. Recipe for Success in Subcontracting Crystal Miller and Elizabeth Fowlkes

2. Award Financial assistance that provides support to accomplish a public purpose –Includes grants and other agreements in the form of money or property in lieu of money Does not include –Technical assistance (provides services, not money) –Loans, loan guarantees, interest subsidies or insurance –Direct payments to any kind of individuals Definitions

3. Subaward/Subcontract Financial assistance made under award to an eligible subrecipent Includes financial assistance provided by any legal agreement Does not include procurement of goods or services Transfers a portion of the research or substantive effort to another institution Award issued under authority of and consistent with terms and conditions of award (prime) Definitions

4. Pass Through Entity Organization receiving funding from the prime and awarding a portion of the funding for research or substantive effort to be performed by another organization Responsible for conducting a portion of the work scope Definitions

5. Subrecipient Has responsibility in completing the workscope of the project Has responsibility in programmatic decision-making Has responsibility for adherence to applicable federal compliance responsibilities Uses federal funds to carry out a program of the prime Definitions

6. Vendor Provides goods and services within normal business operations Provides similar goods and services to many different purchasers Operates in a competitive environment Provides goods and services that are ancillary to the operation of the federal program Is not subject to compliance requirements of the federal program Definitions

7. For This Presentation Subaward – instrument that flows- down programmatic effort under financial assistance Subrecipent – entity to whom a subaward is issued Subcontract –document that flows down programmatic effort under the federal contract Definitions

8. For This Presentation Subcontractor – entity to whom a subcontract is issued Vendor – entity that provides commercial goods and services Definitions

9. What is a Subcontract ? Question 1

10. Answer 1 Two types –UNMC is prime –Someone else is prime Another University A foundation A for profit company

11. UNMC is prime –Subcontract Out SPA and PI determine terms and conditions SPA negotiates with subcontractee Someone else is the prime –SPA works with sponsor to negotiate terms and conditions Answer 1

12. Why do subcontracts need to come through Sponsored Programs Administration ? Question 1 Question 2

13. SPA –Oversight responsibility –Compliance responsibility Answer 2

14. Oversight responsibility –Ensure compliance with financial guidelines Spending down Following cost accounting standards Following sponsor guidelines –If over 25% remaining Monitoring adequate explanation of remaining funds

15. –Formal requests monitored Carryforward –Amount of DC & IDC –Why funds are left –Why carryforward is needed –How will the remainder be spent Rebudget over 25%

16. – Compliance Responsibilities Track IRB and IACUC approvals Work scope Detailed budget –Even if modular Detailed budget justification Intent to form a subcontract Checklist page Biosketch Letter of collaboration Subcontract Contact Information

17. Why does SPA issue “new” contracts annually, instead of ammendments?

18. What is needed at the proposal stage?

19. Subcontract In vs. Subcontract Out

20. Oversight Responsibilities

21. Compliance Responsibilities

22. Non-Competative Subcontracts

23. Why is a work statement needed?

24. Award Stage – What is needed?

25. New Budget - 101

26. Subcontract F&A Activity