Contract and Grant Training Series
Subcontracting
The University of North Carolina General Administration

Goals of the presentation
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
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
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Sections
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Terms/Concepts/Definitions
UNC Master Agreement
Subcontracting with entities outside the UNC System
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Terms/Concepts/Definitions
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Collaborative Relationships
 Why collaborate?
 How are collaborations managed?
 Master Agreement vs. Subcontract
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Subcontracting vs. Procurement
 How to determine if you are entering a collaborative relationship
 How to determine if you are acquiring goods and services
(procurement)
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Collaborator’s Proposal
(subrecipient)
 Elements of subrecipient proposal
 Budget specifics
 Preparing applications that include subrecipients
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UNC Master Agreement
 Goals of the master agreement model for subcontracting
 Which collaborations are subject to the master agreement model ?
 The Master Agreement Document
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Subagreement Cover Sheet
 Elements of the Subagreement coversheet
 How is the Subagreement coversheet used?
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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
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Other Aspects of Subagreement
 Numbering scheme
 Contact information
 Appendices
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Subagreement Review and Approval Process
 Preparing the package for review
 Approval process
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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
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Concerns for
UNC Project Directors
 Tracking Subrecipient expenditures
 Managing for performance without undue administrative burden
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Subcontracting with Other Entities
 Subcontract template
 Review and approval process
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Questions??
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