Subawards (Award set up)

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Confirming Subcontract Details

Once an award is made, OSP will contact the PI and Proposal Department Administrative contact to confirm the details of the subcontract. SPARC will work with the PI and Department to gather the information necessary to issue the subcontract including the following:

• Federal agency name

• Award name and number

• CFDA title and number

• DUNS number

• Award year

• Technical and administrative contacts at the collaborating institution

Contract Preparation

The contract is a formal written agreement for meeting the scientific, administrative, financial, and reporting requirements of a grant. In every agreement, the grantee must have a substantive and defined role in the project. 

Funders hold grantees accountable for all the activities carried out

Any subcontract shall include clauses requiring compliance with Uniform Guidance and/or the FAR clauses, as appropriate. 

Sub-In vs Sub-Out 

Sub-ins are subawards coming into Rice, where a PI at Rice is the subawardee. Sub-outs are subawards going out, where Rice is the prime awardee. 

All research, spending, and reporting actions must conform to all the funder-mandated terms and conditions of the award. As subaward budget moves from a funder, passing through at least one entity (the Prime awardee) on their way to the subawardee, the responsibility for inclusion of specific award terms and conditions to a subawardee logically falls to the flow-through-entity.

...it is a negotiation though...

OSP may need to modify these standard clauses as required and any changes from the standard clauses will be brought to the attention of the RCA to ensure appropriate subcontract administration.

OSP will issue a Notification to PIs of their responsibilities for monitoring the subaward. SPARC will also issue a Notification to PIs of information needed at the time of amendments to subawards. Examples are included in the Appendix.