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TheSubawardProcessResearchAdministrationPractices(RAP)Sessions
Alisa Chomhirun, Subaward Administrator, OSPNoelle Donahue, Subaward Administrator, OSPJessica Rivieccio, Subaward Administrator, OSP
Victoria Grafflin, Manager, Research Subawards, OSP
In collaboration with Kara DeNutte, Senior Financial Officer, Kavli Institute for Astrophysics & Space Research
January22,2019
Agenda• Introductions• ProcessesInSubawardLifecycle• SubawardorContractorDetermination• ANewSubrecipientOrganization• AssignedRiskLevels• GettingYourSubawardSetUp
ResearchAdministrationPractices(RAP)Sessions1.22.19 1
Introducing:TheSubawardsTeamTheSubawardsTeam:AlisaChomhirun;NoelleDonahue;
JessicaRivieccio;PriscillaCaissie;VictoriaGrafflinSubawardsisPartofTheOfficeofSponsoredPrograms(OSP)
ProvideGuidancetoPI’s&DLC’s
Draft&ExecuteNewSubawardAgreements
ProcessModifications,Closeouts,&Invoices
2ResearchAdministrationPractices(RAP)Sessions1.22.19
SubawardsatMIT
3
520
6090
Active
InProcess
CloseoutPending
SeeSubawards Overviewforpoliciesandprocessinformation-https://osp.mit.edu/grant-and-contract-administration/subawards-overview
ResearchAdministrationPractices(RAP)Sessions1.22.19
Subaward LifeCycle
4ResearchAdministrationPractices(RAP)Sessions1.22.19
StagesofaSubaward
5
Pre-Aw
ard
Post -
Award
Identify Subaward in Proposal
Request New Subaward
Monitor & Modify SubawardCloseout Subaward
Negotiate Agreement
ResearchAdministrationPractices(RAP)Sessions1.22.19
Pre-AwardConsiderations
Isitasubaward?aconsultant? oravendor?
IstheSubrecipientorganizationinKCordoesitneedtobecreated?
Arethereanypotentialconflictsofinterest?
IstheSubrecipientorganizationhighrisk?6ResearchAdministrationPractices(RAP)Sessions1.22.19
HowtoDeterminetheRelationship
ü Providessimilarservicestoarangeofclients;
ü Operatesincompetitiveenvironment;
ü NoPIidentified;ü Notcollaboratingin
researchdesign;ü NoexpectationofIPor
developmentofnewknowledge
ü ResearchCollaborator;ü ContributesSignificantly
toProject;ü PIisnamed;ü KeepsIPtheyDevelop;ü ResponsibleforSponsor
Requirements;ü IndependentDecision
Makingü WorkMeasuredby
ProjectResultsü MayPublishorCo-author
ü Paidforhourlywork
ü Considered“workforhire”
ü ResultingIPgoestoMIT
7
SUBAWARD? VENDOR? CONSULTANT?
ConsultantSubaward Vendor
UniformGuidanceandMITPolicyMITpolicyfollowstheFederalRegulationsUniformGuidance(CFR200).
TheResearchSubawardsTeam(RST)reviewsanddeterminesiftherelationshipwiththeorganizationisaSubaward.
Ifarequestforasubawardismadethatmoreappropriatelyfallsunderaconsultantorvendorcategory,thenitmayrequirebudgetchanges(F&Aappliedtothefullcost)andcouldbeaFederalAuditrisk.
8
SeeSubrecipientAndContractorDeterminationform-https://osp.mit.edu/sites/osp/files/uploads/subrecipient-contractor-determination-2015-08-04.pdf
ResearchAdministrationPractices(RAP)Sessions1.22.19
UniformGuidanceandMITPolicyMITpolicyfollowstheFederalRegulationsUniformGuidance(CFR200).
§200.330 Subrecipientandcontractordeterminations.
• Thenon-FederalentitymayconcurrentlyreceiveFederalawardsasarecipient,asubrecipient,andacontractor,dependingonthesubstanceofitsagreementswithFederalawardingagenciesandpass-throughentities.Therefore,apass-throughentitymustmakecase-by-casedeterminationswhethereachagreementitmakesforthedisbursementofFederalprogramfundscaststhepartyreceivingthefundsintheroleofasubrecipientoracontractor. TheFederalawardingagencymaysupplyandrequirerecipientstocomplywithadditionalguidancetosupportthesedeterminationsprovidedsuchguidancedoesnotconflictwiththissection.
(a)Subrecipients.AsubawardisforthepurposeofcarryingoutaportionofaFederalawardandcreatesaFederalassistancerelationshipwiththesubrecipient.See§200.92Subaward.Characteristicswhichsupporttheclassificationofthenon-Federalentityasasubrecipientincludewhenthenon-Federalentity:
(1)DetermineswhoiseligibletoreceivewhatFederalassistance;(2)HasitsperformancemeasuredinrelationtowhetherobjectivesofaFederalprogramweremet;(3)Hasresponsibilityforprogrammaticdecisionmaking;(4)IsresponsibleforadherencetoapplicableFederalprogramrequirementsspecifiedintheFederalaward;and(5)Inaccordancewithitsagreement,usestheFederalfundstocarryoutaprogramforapublicpurposespecifiedinauthorizingstatute,asopposedtoprovidinggoodsorservicesforthebenefitofthepass-throughentity.
9ResearchAdministrationPractices(RAP)Sessions1.22.19
UniformGuidanceandMITPolicy(b)Contractors.Acontractisforthepurposeofobtaininggoodsandservicesforthenon-Federalentity'sownuseandcreatesaprocurementrelationshipwiththecontractor.See§200.22Contract.Characteristicsindicativeofaprocurementrelationshipbetweenthenon-Federalentityandacontractorarewhenthecontractor:
(1)Providesthegoodsandserviceswithinnormalbusinessoperations;(2)Providessimilargoodsorservicestomanydifferentpurchasers;(3)Normallyoperatesinacompetitiveenvironment;(4)ProvidesgoodsorservicesthatareancillarytotheoperationoftheFederalprogram;and(5)IsnotsubjecttocompliancerequirementsoftheFederalprogramasaresultoftheagreement,thoughsimilarrequirementsmayapplyforotherreasons.
(c)Useofjudgmentinmakingdetermination.Indeterminingwhetheranagreementbetweenapass-throughentityandanothernon-Federalentitycaststhelatterasasubrecipientoracontractor,thesubstanceoftherelationshipismoreimportantthantheformoftheagreement.Allofthecharacteristicslistedabovemaynotbepresentinallcases,andthepass-throughentitymustusejudgmentinclassifyingeachagreementasasubawardoraprocurementcontract.
[78FR78608,Dec.26,2013,asamendedat80FR54409,Sept.10,2015]
10ResearchAdministrationPractices(RAP)Sessions1.22.19
SubrecipientQuestionnaireWillDetermineOrganizationRisk
Level
Subrecipient RiskAssessment
11
ConflictsofInterest• Wemustinformsponsorsofpotentialconflictsofinterestrelatedtosubawards.
• Atproposalstage,MITInvestigatorsmustidentifyiftheyhaveasignificantfinancialrelationshipwithpotentialvendorsorsubrecipients.
• MITmustalsobemadeawareofconflictsofinterestthatsubrecipientsmayhave.
“Does this project contemplate any purchases from or subawards to a company or other organization in which you hold an SFI?”
12
SeeMIT’sCOIwebsite–http://coi.mit.edu [email protected]
ResearchAdministrationPractices(RAP)Sessions1.22.19
13
Subaward SetupRequestSubawardthroughBuy2Pay
Provideallnecessarydetailsinrequisition
PINamesScopeofWork
DetailedBudgetSubrecipient LetterofIntent
IRBApprovals,ifapplicable
COIdisclosureandmanagementplan,ifapplicable
Anyotherrelevantdetailsortermsandconditionstobeincludedin
subaward
SeeB2PCreateRequisitionforSubrecipientAwardquickcard([email protected] forassistance)–https://vpf.mit.edu/system/files/downloads/B2P%20Quickcards/CreateReq-SubRecientAward.pdf
ResearchAdministrationPractices(RAP)Sessions1.22.19
HowLongWillitTaketoGetMySubaward?ITDEPENDS…
Weeks:• NewPrimeAward• NewOrganization• HighRiskOrganization• ForeignOrganization• UnclearifVendororSub• ExportsInvolved• ComplexPrimeRequirements• ConflictofInterestIssues
Days:• FDPTemplate• SimilarSubsOffSamePrime• FamiliarPrimee.g.NIH• SubisaRepeatCustomer• NoComplicatingFactorse.g.HumanorAnimalSubject,Exports,ConflictofInterestIssues
14ResearchAdministrationPractices(RAP)Sessions1.22.19
Subaward Monitoring
vMonitoringisanimportantcomplianceactivitythathelpsusmanagerisk
vMonitoringisasharedresponsibilityamongRST,DLC,PI:
vMonitoringactivitiesinclude:
• AnnualreviewofSubrecipient organization–RST
• Monitoringoftechnicalprogress– PI/DLC
• ReviewofInvoicesforaccuracy,allowability,completeness–AllResearchAdministrationPractices(RAP)Sessions12.12.18 15
PI
RSTDLC
PIMonitoringResponsibilitiesPIsareresponsiblefor:• monitoringthetechnicalaspectsoftheprojectand• documentingapprovaloftechnicalreports
Approvalofsubawardinvoicesmustbebasedonsatisfactorytechnicalprogress
Billedamountsmustcorrespondtoworkcompletedtodate,completionofmilestones,etc.
PIandOSPareresponsiblefortakingappropriateactionwheretherearediscrepancies– PIsmustnotifyOSPwhenthereareperformanceorotherissues
ResearchAdministrationPractices(RAP)Sessions1.22.19 16
CloseoutProcessThe closeout process begins when the Closeout Request Form is received by RST.
PI/DLC is responsible for obtaining the Final Technical Report from the Subrecipient. After financial and technical aspects for the subaward have been met, the completed Closeout Request Form and a copy of the Final Technical Report should be sent to: [email protected].
RST is responsible for obtaining all other reports as required in the Subaward Agreement (e.g. Patent and Property Reports).
MIT reserves the right to withhold payment of final invoice until all deliverables are received. The Prime Award cannot close until all final Subaward
deliverables are received.SeeCloseoutRequestform- https://kc.mit.edu/sites/kc/files/uploads/subaward-closeout-request-04-04-2018.pdf
ResearchAdministrationPractices(RAP)Sessions1.22.19
KCSubaward Module
18
FromKCHome,clickSearchforSubawards
ResearchAdministrationPractices(RAP)Sessions1.22.19
IntheSearchscreen,entersearchcriteriasuchasPurchaseOrderIDorSubawardID(locatedontheSubawardagreement)thenclickSearch
Fromsearchresults,click“open”
ResearchAdministrationPractices(RAP)Sessions1.22.19 19
ViewingaSubaward
20
TheKCSubawardhas6tabbedscreenstoselect:• Subaward• Financial• CustomData• Templateinformation• SubawardActions• Medusa
ThesubawardtabhassubsectionsthatyoucanexpandtoviewusingShow/Hide
ResearchAdministrationPractices(RAP)Sessions1.22.19
Financialtab– ViewInvoices
ResearchAdministrationPractices(RAP)Sessions1.22.19 21
TemplateInformationtab- viewAttachments
22
SelectTemplateInformationtab thenclickShowontheAttachmentssubsection
ResearchAdministrationPractices(RAP)Sessions1.22.19
TemplateInformationtab- viewAttachments
23
AttachmentdetailsincludeAttachmentType,Description,FileName (withPDFthumbnail),Lastupdated(andbywhom),andanAction buttontoView theattachment.
SpecialNote– ToviewaSubaward orviewSubaward AttachmentsinKC,youwillneedKCauthorizationsasgrantedbythePrimaryFinancialAuthorizerforyourDLC.MoreinformationaboutKCauthorizationsmaybefoundhere:https://kc.mit.edu/sites/kc/files/uploads/kc-all-roles-db-dlc-authorizations-2017-11-29.pdf
ResearchAdministrationPractices(RAP)Sessions1.22.19
24
Help&Resources— Resources—
OSPSubawardsOverviewSubrecipientContractorDeterminationForm
SubrecipientProfileQuestionnaireSubawardCloseoutform
B2P:CreateRequisitionforSubrecipientAwardquickcardCOIQuickReferenceCards
— ContactforHelp—OSPSubawardAdministrator- DepartmentAssignmentsSubawardteamemail- [email protected]
SubawardCloseoutemail- [email protected] ResearchAdministrationHelp- [email protected]
Buy-2-Pay- [email protected] |COI- [email protected](RAP)Sessions1.22.19