On this page
Veterans Affairs (VA) and Palo Alto Institute for Research and Education (PAIRE) Agreements
This page provides additional roles and responsibilities specific to VA and PAIRE agreements. This information is intended to supplement, but not replace, the roles and responsibilities for contract proposal and award management processes detailed elsewhere on the web site. All other roles and responsibilities remain in effect.
* VA Intergovernmental Personnel Act (IPA) Agreements
* VA Service Agreements
* VA Requirements Agreements (previously "Solicitation Agreement")
* PAIRE Personnel Services Agreements (PSA)
* PAIRE Joint Personnel Agreements (JPA)
* PAIRE Joint Personnel Agreements (JPA)-Amendment
* PAIRE Joint Personnel Agreements (JPA)- Early Termination
* PAIRE Reverse Joint Personnel Agreements (Reverse JPA)
* PAIRE-Stanford Subcontracts
Intergovernmental Personnel Act (IPA) Agreement – Cost Reimbursement Contract in which the VA purchases services of specific Stanford University staff on research projects. Must be for research purpose. These are for salary only. Cannot be used for postdoc or admin support. An IPA can be for a maximum of 3 years and 10 months then the employee must come off the IPA for 60 days, after which they can be put back onto an IPA for another 3 years and 10 months. The employee must be a permanent employee of Stanford and have been employed for at least 90 days.
- These are cost reimbursement agreements between the VA and Stanford University.
- These are initiated through RMG (RPM).
- The agreement is negotiated by OSR.
- These get a SPO number.
- They require a PDRF, budget, and letter of rehire.
- There is no scope of work.
- These use the federal regular fringe benefit rates (No TGP).
- The applicable IDC rate is 0%.
- These are treated as Other Sponsored Activity - Off Campus, base: TDC.
Service Agreement – Contract in which the VA purchases services of specific Stanford University staff. The source of funds the VA utilizes to reimburse Stanford is a non sponsored project account (i.e. Merit Award, unrestricted account, discretionary income account, residual funds). There is a scope of work. Stanford facilities are used.
- These are fixed price agreements between the VA and Stanford University.
- These service agreements are typically not with Palo Alto VA. They are with other VA sites.
- These are initiated through RMG (RPM).
- The agreement is negotiated by OSR.
- These get a SPO number.
- They require a PDRF & budget.
- There is a scope of work. Stanford facilities are used.
- These use the federal regular fringe benefit rates (No TGP).
- The applicable IDC rate is 0%.
- These are coded as Other Sponsored Activity - On Campus, base: TDC.
- Given that the VA does not pay indirect costs, the department should budget administrative expenses to cover the cost of managing this award.
- These must be reviewed by Kathleen on a case by case basis. Notify Kathleen if you receive one of these requests
Requirements Agreement – Contract in which the VA purchase services, generally physician services. The purchase is for some percent FTE of service providers.
- These are fixed price agreements between the VA and Stanford University.
- These do not route through RMG nor OSR.
- These agreements are handled by the Controller’s Office. -- Contact Helen Mah or Brian Hoffmeister in the Controller’s Office.
- These do not get a SPO number.
- There is a budget with an IDC rate of 20% prepared by the Dept.
Personnel Services Agreement (PSA)–Cost Reimbursement Contract in which PAIRE purchases services of Stanford University staff. May be for PAIRE research but is using PAIRE gift or residual funds. These agreements are being phased-out. These are for salary only. These cannot be utilized for postdoc or for admin support.
- These are cost reimbursement agreements between PAIRE and Stanford University.
- These are initiated through RMG (RPM).
- The agreement is negotiated by OSR.
- These get a SPO number.
- They require a PDRF, budget & Letter of rehire.
- There is no scope of work.
- These use the federal regular fringe benefit rates (No TGP).
- Include in your budget vacation/disability/sick leave
- The applicable IDC rate is 0%.
- These are coded as Other Sponsored Activity - Off Campus, base: TDC.
Joint Personnel Agreement (JPA)–Cost Reimbursement Contract in which PAIRE provides salary reimbursement for each Stanford University employee devoting effort at the VA.
- These are cost reimbursement agreements between PAIRE and Stanford University.
- These are not routed through RMG.
- These agreements are handled between the Dept and OSR.
- OSR issues the SPO number.
- They require a PDRF, budget and the PAIRE routing form.
- There is no scope of work.
- These use the federal regular fringe benefit rates (No TGP).
- Include in your budget vacation/disability/sick leave
- The applicable IDC rate is 30%.
- These are coded as Other Sponsored Activity - Off Campus, base: MTDC.
Reverse JPA – Procurement Contract in which Stanford provides salary reimbursement for each PAIRE employee that is devoting effort at Stanford University.. The University strongly discourages these types of agreements. If this type of agreement is absolutely necessary, the agreement is handled by Procurement (Karen Mackie-Jones).
- This involves a procurement action.
- These are fixed price agreements between PAIRE and Stanford University.
- These are not routed through RMG
- The agreement is handled by the Procurement Office.
- These do not get a SPO number.
PAIRE subcontract – When there is a separate scope of work conducted at Stanford, PAIRE will issue a regular subcontract agreement. Refer to information pertaining to the subcontracts section of the Award Negotiation and Activation webpage on the RMG website.
- These are cost reimbursement agreements between PAIRE and Stanford University.
- These are initiated through RMG (RPM).
- The agreement is negotiated by OSR.
- These get a SPO number.
- They require a PDRF, budget, and scope of work.
- These use the federal regular fringe benefit rates (No TGP).
- The applicable IDC rate is the current F&A research rate.
- These are coded as Research, the location is on or off campus based on your budget analysis, base: MTDC.
VA Intergovernmental Personnel Act (IPA) Agreement
| PI / Department | ||
|---|---|---|
Informs RPM of need for IPA. Provides name of staff member for which IPA is requested, budget period, and level of effort. Prepares a letter of rehire. [template of letter of rehire |
Prepares budget, initiates PDRF, and routes to department.
Reviews letter of rehire and confirms the date of rehire is the date following the expiration of the agreement. Reviews and approves PDRF. |
|
|
Records proposal information in pre-award system. Forwards a copy of the PDRF, budget, letter of rehire, and unsigned agreement to OSR Contracts for negotiation. |
Requests VA agreement from the VA if PI/Department has not received it. Reviews PDRF, letter of rehire, and budget against information on VA agreement. If corrections are needed on VA agreement, contacts the budget analyst (Jim Griffith) in the HR department at the VA. Signs agreement. Processes and distributes NOA to PI/Dept and central offices as needed. OSR Accounting sets up PTA. |
VA Requirements Agreement
| PI / Department | ||
|---|---|---|
If you are in pursuit of this type of agreement, contact Helen Mah or Brian Hoffmeister in the Controller’s Office.
|
NOTE: RMG is not involved in the process of establishing VA Requirements Agreements. |
NOTE: OSR Contracts is not involved in the process of establishing VA Requirements Agreements. |
PAIRE Personnel Services Agreement (PSA) - to be phased out
| PI / Department | ||
|---|---|---|
Obtains agreement from VA and forwards to RMG. |
Prepares budget, initiates PDRF, and routes to department. |
|
Completes PDRF and prepares a letter of rehire. [template of letter of rehire  ] Obtains department approvals and returns to RMG. |
Reviews letter of rehire and confirms the date of rehire is the date following the expiration of the agreement. Reviews and approves PDRF. Records proposal information in pre-award system. Forwards a copy of the PDRF, budget, letter of rehire, and unsigned agreement to OSR Contracts for negotiation. |
Obtains copy of agreement from PAIRE if not provided by dept. Reviews documents and signs agreement. Processes and distributes NOA to PI/Dept and central offices as needed. OSR Accounting sets up PTA. |
PAIRE Joint Personnel Agreement (JPA)
| PI / Department | ||
|---|---|---|
|
NOTE: RMG is not involved in this process. If Dept is in pursuit of this type of agreement, contact OSR. |
|
Initiates PAIRE Routing Form and emails it to Department. Note: Maximum award period at any given time is one year. |
DFA, Division Manager, or designee completes applicable sections of the routing form, signs and returns form to PAIRE. |
|
Generates the JPA document including budget as Exhibit A. Obtains signatures of PAIRE Executive Director, employee, and PI. Emails JPA document to SU Dept for approval. |
Verifies the information on the JPA is correct. Forwards the email and JPA from PAIRE to OSR. |
Reviews, signs and approves the JPA. Emails the fully executed JPA to PAIRE. Provides a copy of the fully executed agreement to PI, DFA or Division manager, and OSR Receivables & Cash Management. OSR Accounting sets up PTA. |
PAIRE Joint Personnel Agreement (JPA)- Amendment
PAIRE |
||
|---|---|---|
|
NOTE: RMG is not involved in this process. If you are in pursuit of this type of agreement, contact OSR.
|
|
Consults with PI to determine whether an amendment is needed. Note: An amendment is needed to extend a JPA, to increase or decrease the employee's salary and/or effort commitment, to move salary support from one award to another on an existing JPA, or to modify the end date. |
|
|
| Initiates PAIRE Amendment Routing Form and emails it to the SU Department. | DFA, Division Manager, or designee completes applicable sections of the routing form, signs and returns form to PAIRE. | |
Creates an amendment page and a new exhibit reflecting new modifications. Emails amendment and new exhibit to SU-Dept for review. |
SU Department reviews amendment for accuracy. Emails amendment to OSR Contracts. |
Reviews, signs and approves amendment. Emails the fully executed amendment to PAIRE. Provides a copy of the fully executed agreement to PI, DFA or Division manager, and OSR Receivables & Cash Management. |
PAIRE Reverse Joint Personnel Agreement (JPA)
| PI / Department | ||
|---|---|---|
If you are in pursuit of this type of agreement, contact OSR. |
NOTE: RMG is not involved in the process of establishing PAIRE Reverse Joint Personnel Agreements. |
OSR Contracts negotiates agreement. |
