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Conducting Collaborative Projects Part 3. OSP Awareness Feb 9, 2011 osp.syr.edu ospoff@syr.edu. Collaborating with Others. Today’s Topics Subawards – Lisa V. Kaley-Heyn What is a Subaward? Using the “Request to Issue a Subaward” form Consultants – Caroline McMullin
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Conducting Collaborative ProjectsPart 3 OSP Awareness Feb 9, 2011 osp.syr.edu ospoff@syr.edu
Collaborating with Others • Today’s 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/Staffsubmit 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 OSP – • Reviews all Requests to Issue a Subaward and consulting agreements • Negotiates and executes all agreements • Monitors subrecipients • Creates subaward commitments • 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
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); • A budget justification and budget (in format required by sponsor) authorized by the institutional official; • A brief 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 • Request to Issue a Subaward • Must include: • Statement of Work • Budget/Narrative • Current Contact Information • Required FFATA Data
Request to Modify a Subaward • 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
Consulting Agreement Consultant Worksheet Consulting Agreement
Collaborating with OthersWhat’s Next? • Part 3 – February 16, 2011 • Reviewing Subaward Invoices • Closing your Subaward • Part 4 – April 6, 2011 • SU Collaborators - Voices of Experience