New Subaward Request

The Principal Investigator (PI) determines whether to have external collaborators contribute intellectually to the aims of the proposed project.   The PI then consults with the institutional official about entering into subaward agreements with the collaborating organizations.

  1. Proposing a Subaward at Proposal Time
  2. Adding a Subaward after the Award is processed

Adding a Subaward at Proposal Time

The PI must include detailed information about the Subrecipient in the proposal when the proposal involves collaborations with investigators at other organizations. It takes time to gather required Subaward documents. RMG strongly advises PIs to allot extra time for proposals involving Subawards.

PI/Department

RMG
  • Obtains contact information of the PI and institutional official at each subrecipient institution and provides this information within the Proposal Intake Form (PIF) in SeRA
  • Obtains proposal documents from each subrecipient institution including but not limited to biosketches, resources information, letters of support.(Note: RMG does not collect these documents from subrecipient organizations)
  • Obtains statement of work, detailed budget, justification, and Subrecipient Commitment Form (OSR Form 33) from each Subrecipient institution
  • Provides budgetary guidelines to Subrecipients and reviews Subrecipients’ budget forms for consistency with the instructions and sponsor guidelines
  • Ensures that Subaward budgets are correctly linked to the main budget

Adding a Subaward after the Award

A PI may decide to engage the services of a Subrecipient after the proposal is submitted to the prime sponsor.  Review the award terms and conditions carefully and confer with your Research Process Manager (RPM) to determine if you need sponsor approval to add a new subaward not previously proposed in the project.

Resources

PI/Department

RMG

OSR
  • Consults with RMG to see if sponsor prior approval is needed
  • After the Subaward documents are received, submits a request to issue a Subaward by processing a requisition through Oracle  iProcurement
  • Receives and processes Subaward requisitions from Oracle iProcurement
  • Drafts,  negotiates, and executes Subaward agreements on behalf of Stanford University