Subrecipient inclusion in Proposal Submission
It is common practice to have collaborators with a specific expertise at another university or organization perform part of a sponsored research project. When this is the case, four documents are required at the time of submission:
- Scope of Work – A one-two page description of what specific tasks the collaborating organization will be responsible for, and the period of time during which they will perform these tasks;
- Budget – The specific direct and indirect costs related to the performance of the tasks outlined incurred by the collaborating organization;
- Budget Justification – A narrative description of each budget item requested in the budget calculations; and
- Letter of Intent to Establish a Consortium Agreement – This document is signed by the collaborating institution’s Authorized Organizational Representative, evidencing official permission for the investigator and institution to participate in the research project if funded
These four documents constitute the proposal that the collaborating investigator will prepare and circulate through his/her institution. It is recommended that you request these of your collaborator at least a month in advance of your agency deadline, to ensure that there is sufficient time for institutional review and approval by the collaborating institution.
OSP can help you collect this information from your collaborators. It is essential that you alert us to this as soon as possible in the submission process.
Subrecipient Vendor Determintation
GHS is responsible for determining whether a third party should be defined as that of a subrecipient (subaward) or a contracted service (vendor). This identification initially occurs at the proposal development/submission stage. Upon prime award, a subaward agreement would be issued to the subrecipient.
Subrecipient: non-federal entity that expends federal awards received from a pass-through entity to carry out a federal program, but does not include an individual that is a beneficiary of such a program. The associated costs are proposed when another university or organization is completing a substantial amount of the proposed work.