establishing subawards to external collaborators a step by step guide april 8, 2014 osp coffee break
TRANSCRIPT
![Page 1: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/1.jpg)
Establishing Subawards to External Collaborators
A Step by Step Guide
April 8, 2014OSP Coffee Break
![Page 2: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/2.jpg)
Will the work and funds be shared with an outside entity?
Yippee!
![Page 3: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/3.jpg)
If yes…
Don’t forget there are strings attached!
So, know the rules before you share!…
Clearly define the work you are sharing!
![Page 4: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/4.jpg)
Subawards• 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
![Page 5: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/5.jpg)
Step #1Request to Issue
• PI/Project Staff prepares and submits the Request to Issue a Subaward to OSP– The Statement of Work and Budget must be
included.– This document is used as a guide to draft the
subaward agreement• Request to Issue
![Page 6: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/6.jpg)
Step #2Subrecipient Assessment
• OSP follows Subrecipient monitoring process to assure compliance with requirement and SU policy.
• Past experience and review of entity documents (next slide) are used to evaluate any risks associated with engaging them on a sponsored project.
• The identified risk will be used to determine specific risk mitigation strategies that can be written into the subaward agreement.
![Page 7: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/7.jpg)
Name (# Active Subawards) Date of Financial Profile on File
F&A Rated Expiring Date
A-133 Audit
Year on File
Financial Statement Year
on File
Debarment Recheck Date
CCR Expiration Date
Current Risk Assessment
Latest Review Date
AbleLink Technologies, Inc. (1) 11/29/12 N/A - - 12/4/12 7/10/13 High 12/12/12
Advocates for Human Potential, Inc. (0) 6/15/12 N/A 2011 2011 1/23/13 6/25/14 Low 10/14/13
Ohio State University (1) 3/28/14 6/30/16 2013 2013 1/23/13 2/25/15 High 4/4/14
Onondaga Community College (4) 6/24/13 N/A 2013 2013 12/6/13 11/5/14 Low 2/27/14
Subrecipient Review Summary
Note: this process can take some time!
![Page 8: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/8.jpg)
Step #3Subaward Agreement
• OSP will draft, negotiate and execute the subaward agreement.
• Copies of the agreement will be forwarded to the PI and Department Administrator when finalized.
• Subaward agreements determine the rules for managing your collaborator.
• Subaward Agreements – Standard or FDP
![Page 9: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/9.jpg)
Step #4Create Subaward Commitment
• OSP submits an E-pro Requisition to establish the applicable commitments reserving funds for the amount of the subaward.
• E-pro workflow forwards this request to the department for approval.
• Subaward invoices are posted against the commitment as payments are approved.
• Use FAB and OSP to monitor your subaward commitments.
![Page 10: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/10.jpg)
![Page 11: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/11.jpg)
Number Subcontractor Start Date End Date Award Total Available Funds Expended To Date Invoiced Thru Date % Spent
24294-02619-S01
Onondaga Community College
08/09/10 08/08/14 $150,000.00 $45,893.03 $104,106.97 Jan 31 2014 69.40 %
24294-02619-S02
The Research Foundation for the State University of New York at Buffalo St
08/09/10 08/08/14 $360,000.00 $13,525.69 $346,474.31 Oct 31 2013 96.24 %
24294-02619-S03
Clarkson University 08/09/10 08/08/14 $359,928.00 $43,379.12 $316,548.88 Feb 28 2014 87.94 %
24294-02619-S04
University of Rochester
08/09/10 08/08/14 $150,000.00 $60,514.46 $89,485.54 Feb 28 2014 59.65 %
24294-02619-S05
The Research Foundation for the State University of New York at U at Buff
08/09/10 08/08/14 $360,000.00 $7,178.05 $352,821.95 Aug 31 2013 98.00 %
Subcontracts
![Page 12: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/12.jpg)
Managing Subawards
• On-going Activities– Monitoring the quality of work/progress is a
PI/Department staff responsibility– Manage Subaward Invoices
• OSP will Pre-Audit invoices by reviewing for consistency with the agreement and then forwarding them to the PI or Designee
• The PI or Designee will review and approved invoices for payment
– Submit Request to Modify a Subaward as needed– Annual Subrecipient Review is performed by OSP
throughout the life of the subaward.• Closeout
![Page 13: Establishing Subawards to External Collaborators A Step by Step Guide April 8, 2014 OSP Coffee Break](https://reader030.vdocument.in/reader030/viewer/2022033104/56649e875503460f94b8ba83/html5/thumbnails/13.jpg)
Questions?