Contract and Grant Training Series Subcontracting

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Contract and Grant Training Series

Subcontracting

The University of North Carolina General Administration

Goals of the presentation

Introduction to terms and concepts

Discussion of roles and responsibilities

Discussion of regulations and procedures

Provide information and access to resources important to administrative compliance

The University of North Carolina General Administration

Sections

Terms/Concepts/Definitions

UNC Master Agreement

Subcontracting with entities outside the UNC System

The University of North Carolina General Administration

Terms/Concepts/Definitions

The University of North Carolina General Administration

Collaborative Relationships

Why collaborate?

How are collaborations managed?

Master Agreement vs. Subcontract

The University of North Carolina General Administration

Subcontracting vs. Procurement

How to determine if you are entering a collaborative relationship

How to determine if you are acquiring goods and services

(procurement)

The University of North Carolina General Administration

Collaborator’s Proposal

(subrecipient)

Elements of subrecipient proposal

Budget specifics

Preparing applications that include subrecipients

The University of North Carolina General Administration

UNC Master Agreement

Goals of the master agreement model for subcontracting

Which collaborations are subject to the master agreement model ?

The Master Agreement Document

The University of North Carolina General Administration

Subagreement Cover Sheet

Elements of the Subagreement coversheet

How is the Subagreement coversheet used?

The University of North Carolina General Administration

Article VIII-UNC Master Agreement

Characteristics of Subagreements

Relates directly to the goals for the

UNC master agreement model and mutual trust and respect between peer institutions

The University of North Carolina General Administration

Other Aspects of Subagreement

Numbering scheme

Contact information

Appendices

The University of North Carolina General Administration

Subagreement Review and Approval Process

Preparing the package for review

Approval process

The University of North Carolina General Administration

Subcontracting Process

Yes

Does project require subcontract?

Subcontract approved by sponsor?

Yes

No

No

End

Sponsor reviews prior approval request

PI works with C&G

Manager to obtain prior approval

Prior approval request is sent to sponsor

Required prior approval elements:

•Justification addressed to sponsor

•Subcontractor scope of work

•Subcontractor budget/budget narrative

•Evidence of subcontractor’s intent to collaborate and/or their institution’s approval

Unit provides required subcontract elements to C&G

Manager

C&G Manager meets with

PI, VP and Finance to develop/negotiate terms and conditions with sponsor

Subcontract elements:

•Subcontract document

•Subcontractor statement of work

•Subcontractor budget

•Subcontractor CV

•Prime award documents

C&G Manager prepares subcontract package for signature

No

Yes

Does subcontractor approve agreement?

C&G Manager notifies Finance of awarded subcontract, updates database

Finance adjusts budget for approved subcontract

VP for

Research signs subcontract

C&G Manager sends subcontractor package, provides

PI copies

PI submits approved invoices to Finance for payment

Yes

Does Sponsored

Programs mail package?

Finance pays approved invoice

No

Unit sends subcontractor package

End

Roles and Responsibilities for

Managing Subagreements

Project Director

Office of Research

Division of Finance

Subrecipient

The University of North Carolina General Administration

Concerns for

UNC Project Directors

Tracking Subrecipient expenditures

Managing for performance without undue administrative burden

The University of North Carolina General Administration

Subcontracting with Other Entities

Subcontract template

Review and approval process

The University of North Carolina General Administration

Questions??

The University of North Carolina General Administration

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