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Conducting Collaborative Projects Part 3

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 Projects Part 3

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  1. Conducting Collaborative ProjectsPart 3 OSP Awareness Feb 9, 2011 osp.syr.edu ospoff@syr.edu

  2. 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”

  3. Overview

  4. 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

  5. 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

  6. 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

  7. Subawards

  8. 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).

  9. 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

  10. Request to Issue a Subaward • Request to Issue a Subaward • Must include: • Statement of Work • Budget/Narrative • Current Contact Information • Required FFATA Data

  11. 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?

  12. Consultants

  13. 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.

  14. 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

  15. Consulting Agreement Consultant Worksheet Consulting Agreement

  16. Questions?

  17. 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

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