Roles and Responsibilities



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. Agreements between Stanford and the VA or PAIRE are fixed-price contracts. 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.



Definitions

Intergovernmental Personnel Act (IPA) Agreement – Contract in which the VA purchases services of specific Stanford University staff on research projects.

Requirements Agreement – Contract in which the VA purchase services, generally physician services, of some percent FTE of service providers.

Personnel Services Agreement (PSA) – Contract in which PAIRE purchases services of Stanford University staff. May be for PAIRE research but is using PAIRE gift or residual funds.

Joint Personnel Agreement (JPA) – Contract in which PAIRE provides salary reimbursement for each Stanford University employee devoting effort at the VA .

Reverse JPA – Contract in which Stanford provides salary reimbursement for each PAIRE employee devoting effort at Stanford University on a sponsored project.

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 subcontracts in the Roles and Responsibilities web site.

Back to top

Contact Information





VA Intergovernmental Personnel Act (IPA) Agreement  
Department
RMG
Obtains agreement, including renewals, from the VA. Prepares rehire letter. Forwards these materials to RMG. Prepares budget, initiates SU-42, and routes to department.
Obtains department signatures on SU-42 and returns to RMG.

Records proposal information in pre-award system. Forwards SU-42, budget, letter of rehire, and unsigned agreement to OSR Contracts for negotiation.

Back to top

VA Requirements Agreement
Department
RMG
Notifies RMG that an agreement is being negotiated. Provides budget template to department.
Prepares budget using RMG template and negotiates final price with VA. Forwards final budget to RMG. Initiates SU-42 and routes to department.
Initiates SU-42 and routes to department. Records proposal information in pre-award system. Forwards SU-42 and budget to OSR Contracts for negotiation.

Back to top

  PAIRE Personnel Services Agreement (PSA)
Department
RMG
Obtains agreement from VA and forwards to RMG. Prepares budget, initiates SU-42, and routes to department.
Obtains department signatures on SU-42 and returns to RMG.

Records proposal information in pre-award system. Forwards SU-42, budget, letter of rehire, and unsigned agreement to OSR Contracts for negotiation.

Back to top


 PAIRE Joint Personnel Agreement (JPA)
PAIRE
Department
OSR

Initiates PAIRE Award Routing Form and emails it to Department.

Maximum award period at any given time is one year

DFA, Division Manager, or designee completes applicable sections of the routing form, signs and dates form, scans and emails, or faxes form back to PAIRE. 

 

Generates the JPA document including budget as Exhibit A. 

Obtains signatures of PAIRE Executive Director, employee, and PI.

Scans JPA document and emails it to SU Dept for approval.

Verifies the information on the JPA is correct.

Forwards the email and JPA from PAIRE to the OSR Contract Officer.

Reviews, signs and approves the JPA. 

Records JPA information in pre-award system and initiates the notice of award. 

Mails the fully executed JPA to PAIRE. 

Emails the Notice of Award (NOA) to the PI, DFA or Division manager, and OSR Receivables & Cash Management.

Back to top



 PAIRE Joint Personnel Agreement (JPA)- Amendment
PAIRE
Department
OSR

Consults with PI to determine whether an amendment is needed.

(An amendment is needed to extend a JPA, to increase or decrease the employee’s salary and/or effort, to move salary support from one award to another on an existing JPA.)

 

 

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 dates form, scans and emails, or faxes form back 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 contract officer 		Receives, reviews, signs and approves amendment. Records amendment information in pre-award system and initiates the notice of award. Mails the fully executed amendment to PAIRE. Emails the Notice of Award (NOA) to the PI, DFA or Division manager, and OSR Receivables & Cash Management.

Back to top


 PAIRE Joint Personnel Agreement (JPA)-- Early Termination
PAIRE
OSR

Sends email notification to Department and to OSR regarding early termination.

Updates pre-award system with new end date.

Initiates the notice of award and emails the Notice of Award (NOA) to the PI, DFA or Division manager, and OSR Receivables & Cash Management.

Back to top

 

PAIRE Reverse Joint Personnel Agreement  
PI/Department
Notifies RMG of intent to establish agreement. Initiate procurement action.

 

Back to top