Outgoing Subagreements

Outgoing Subagreements

The term Subagreements refers to either a Subaward or a Subcontract. A Subagreement is a formal written contract between 51³Ô¹ÏÍø and another institution (Subrecipient) to perform an intellectually significant portion of 51³Ô¹ÏÍø’s Statement of Work under a sponsored project.

51³Ô¹ÏÍø is responsible for monitoring the programmatic, technical, and financial activities of its subrecipients to ensure proper stewardship of sponsored funds. Outgoing Subagreements are a significant area of risk for 51³Ô¹ÏÍø.  

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Lifecycle of an Outgoing Subagreement

Including an outgoing subrecipient on your proposal

Subrecipients, also called subawardees or subcontractors, may be involved in certain proposal submissions. If you have any questions regarding whether or not collaborators should be designated as consultants versus subrecipients, see the tools found on the subagreement FAQ page. If you still have questions, contact your Proposal Analyst.

Documentation required from all proposed subrecipients:

  • Budget
  • Budget Justification
  • Statement of work
    • Subrecipient statement of work components:  
      • Detailed and clear purpose or objective of the work to be performed by the subrecipient Ìý
      • Possible timetable or schedule of the work to be performed Ìý
      • Any deliverables, products, or the expected outcomes Ìý
      • The statement of work should be detailed to ensure expectations are clear and can be enforced in the case of a disagreement between CU and the subrecipient
    • The PI is responsible for reviewing the subrecipient’s statement of work and budget to ensure that they are accurate and reflect what they have agreed upon. Ìý 
  • Subrecipient Commitment Form
  • Negotiated Indirect Cost Rate Agreement (NICRA)
  • Any other documentation required by the prime sponsor (e.g., other support, biosketch)

The proposal package must include:

  • Subrecipient proposal in the full proposal
  • Subrecipient’s budget total as a single direct cost line item in proposal budget
  • Other forms (e.g, budget, biosketches, other support) as required by Sponsor
  • PI forwards the completed proposal to Proposal Analyst for review.
  • The entire proposal, including the subrecipient proposal and budget, will be submitted by OCG's Proposal Analysts.

Prime award received with outgoing subrecipient(s)

After an award is received, the Grant or Contract Officer negotiates and then processes the prime award through InfoEd.

  • A short form is created in InfoEd for each proposed subrecipient
  • Once the prime award is fully executed, the Grant or Contract Officer then routes the award to Campus Controllers Office (CCO).

Subcontract Officer receives notice of new subrecipient

After the prime award is processed by CCO the subcontracts team receives notification.

The Subcontract Officer reviews subrecipient paperwork and works with the PI, Department Administrators (DRAs), and the Subrecipient to obtain any additional required documentation. If the subrecipient is funded differently than proposed, a revised budget, revised budget justification, and statement of work (if affected), may need to be collected from the subrecipient.  

Provided by the subrecipient:

  • Subrecipient Commitment FormÌýor the Subrecipient Statement of Collaborative Intent (only used with FDP Universities)
  • Budget
  • Budget Justification
  • Statement of Work (SOW)
    • This should include a clear description of the work to be performed, proposed timelines, and deliverables. The SOW should be detailed to ensure expectations are clear and can be enforced if there is any future disagreement between 51³Ô¹ÏÍø and the subrecipient.
  • Federally Negotiated Indirect Cost Rate Agreement (NICRA)
    • NICRA is not required if the subrecipient is only collecting the de minimis rate or if the indirect cost rate is restricted by the prime sponsor.
  • Most recent Single Audit or their No Audit Questionnaire
  • China Assurance (required on