Post-Award
Subrecipients on Sponsored Projects
The University enters into these agreements (prepared by URA) when a substantive portion of the work on a research project is conducted at another institution. The subrecipient is responsible for carrying out a portion of the overall scope of work outlined in the prime agreement. See also Guidelines for Grant & Contract Management, 404.
A subrecipient:
- Has responsibility for programmatic decision-making.
- Has responsibility for adherence to applicable federal compliance requirements (OMB circulars, FARs).
- Subrecipient PI may be co-author on publications and may seek patent protection for inventions.
See: Request to initiate a subrecipient agreement through URA (PDF). (If the subrecipient was not included in the original proposal, a request to the sponsor to add the subrecipient should be sent to URA for institutional endorsement before being sent to the sponsor. Written permission from the sponsor should be included with the request to URA to initiate the subrecipient agreement.)
To pay a subrecipient:
Subrecipients submit invoices to a department administrator. Administrator checks invoice to ensure it is consistent with award budget (check also for a cost sharing expenditure report, if applicable). Administrator prepares a payment request for PI to sign (see model PDF). Once PI has approved payment (get this in writing, even if by e-mail), invoice is submitted with a DPV to Restricted Funds for approval (RF will check for invoice, completed subrecipient agreement, budget availability [i.e., does grant have enough money in subrecipient line to pay invoice]). Department administrator keeps a spreadsheet on payments made/balance available (see model excel).
