Conducting Collaborative Projects Part 3 OSP Awareness Feb 9, 2011 osp.syr.edu email@example.com
Collaborating with Others Todays Topics Subawards Lisa V. Kaley-Heyn What is a Subaward? Using the Request to Issue a Subaward form Consultants Caroline McMullin When is a Consultant Agreement needed? Submitting the Consulting Agreement
How do you tell what is what? Subawards/Subcontracts Characteristics Account Codes = 561401/subject to F&A; 561402/ not subject to F&A Vendors/Purchased Services Characteristics Account Code = 569914/Educ & Res Svc; 561399/Other prof fees Consultants Characteristics Account Code = 561101/Consultants Indicators of Subawards, Purchased Services and Consultants
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/Staff submit 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 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 Award Who SU OSP Reviews all Requests to Issue a Subaward and consulting agreements Negotiates and executes all agreements Monitors subrecipients Creates subaward commitments
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);Subrecipient Commitment form A budget justification and budget (in format required by sponsor) authorized by the institutional official; A brief statement of work.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 Request to Issue Monitor quality of work/progress Approve Invoices Request to Modify Approve Closeout OSP Responsibilities Subaward Negotiations Subrecipient Monitoring Subaward Commitment Setup Pre-Audit Invoice Review and Processing Closeout
Request to Issue a Subaward Must include: Statement of Work Budget/Narrative Current Contact Information Required FFATA Data
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 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 OSP Responsibilities Available to discuss with the PI/Staff the work being done by the project collaborators to help determine appropriate action Review Worksheet and supporting documents Assure that the Consulting Agreement is complete and fully executed PI/Project Staff Responsibilities Submit the Consulting Agreement, SOW, Budget and Worksheet to OSP Setup Consultant Commitment and process appropriate invoices