Establishing Subawards/Subcontracts

Pre-Award Procedures

A subaward/subcontract begins in the proposal development phase of an award. Verification from the subrecipient must be obtained through completion of the Subrecipient Commitment Form. This form also confirms that the subrecipient has the basic policies and procedures in place to manage federal funds. In addition to the Commitment Form, the subrecipient must also provide Georgia Southern a statement of work, budget, and other necessary documentation.

During the Award Negotiation Phase

After the federal agency has issued a notice of award to Georgia Southern University Research and Service foundation, Inc., the University is responsible for initiating subaward agreement(s) with the proposed subrecipient(s). This process is carried out by the Grant Coordinators in the Office of Research and Sponsored Programs (ORSSP). During this phase, a risk assessment of the subrecipient’s compliance process and eligibility to receive federal funds is performed.

Post-Award Procedures

Once the subward/subcontract has been initiated, the Principle Investigator (PI) should coordinate with the Office of Research Accounting (ORA) to encumber the funding the subaward/subcontract and obtain a Purchase Order for future payment to the subawardee. The ORSSP, ORA, and the PI are jointly responsible for regular monitoring of the subaward throughout the life of the award. The purpose of monitoring is to 1) ensure federal funds are spent in compliance with the applicable laws, regulations and provisions, and 2) ensure performance goals are met.

SUBRECIPIENT
(SUBAWARD/SUBCONTRACT)
VENDOR (CONTRACTOR)EXTERNAL CONSULTANTINTRA-UNIVERSITY CONSULTANT
An entity that has agreed
to work in collaboration with
the PI to perform a substantive
portion of the programmatic
effort on an award.
An individual, business, or other entity which supplies products or services to the University.An individual or business whose expertise is required to perform the project. Services are temporary and special or highly technical.A Georgia Southern University employee whose expertise is temporarily required to perform the project.
Works collaboratively with the PI as a co-investigator at another
entity to which funds are being passed;
designated senior/key personnel in the proposal-may be a Co-PI,
shares responsibility for end results

Has authority to make administrative and programmatic decisions and to control the method and results of work

Has responsibility to meet all applicable sponsor requirements

Has performance measured against meeting the program objectives

Uses sponsor funds to carry out a program rather than provide a good or a service

Services are complex and require a scope of work and budget, billing requirements, and a deliverable schedule

Statement of work may represent an intellectually significant portion of the programmatic decision making

Work results may involve intellectual property and/or may lead to publications, presentations/dissemination such as at professional conferences

Needs animal and/or human subjects approvals for its independent portion of the work

F&A costs apply only to the first $25,000 of the award
Provides similar goods or services to different purchasers, as part of normal business operations; goods/services are ancillary to the program

Does not make program decisions or take actions that impact a program's overall success or failure

Is not subject to sponsor compliance regulations

Competes with comparable entities to provide the same goods and/or services

Is not responsible for research results

There is no scope of work

Goods and services are billed according to established rates

The goods and services are secondary to the central purpose of the project

No potential for patentable or copyrightable technology to be created through project from activities of the entity

Performs services only (no analysis or discretionary judgment)

No one individual providing goods and services is identified

F&A costs apply to the entire figure, regardless of total (other direct costs in the budget)

No publications
An individual or business outside the project who confers with the PI regarding research objectives

Does not develop the objectives of the project

Is not responsible for the overall outcome of the project

Is not responsible in designing or developing the research

Is not responsible for conducting the research

Is not responsible for reporting the research

Is not essential toward the shape, direction, and completion of the project

Receives a fee for their services not a salary

Provides similar services to other organizations

Does not serve as senior personnel – e.g., Co-Investigator, Principal Investigator, etc

Will not use university resources. Provides its own work area, tools, materials, and supplies

GSU defines the scope of work

Consultant determines how to accomplish the work

Is not considered an employee of the University and therefore is not eligible for worker compensation, liability coverage, or unemployment

Payment is based upon completion of specific work, rather than time worked
Is above and beyond the employee's regular duties

AND

Services are provided outside normal work hours

AND

Is not named as an investigator on the project

AND

Is not an employee of the project

AND

Is performed for a department, center, or academic unit other than the employee's assigned department

OR

Is performed at a remote location

Last updated: 7/25/2018

Office of Research Services and Sponsored Programs • PO Box 8005 • Statesboro, GA 30460 • (912) 478-6545 • research@georgiasouthern.edu