A subcontract, subaward or subagreement is a document written under the authority of, and consistent with the terms and conditions of, a prime award. The subaward (to a grant award) or subcontract (to a cooperative agreement) transfers a portion of the research, service and funding of the prime award to another institution or organization.
Subawards or subcontracts are often negotiated when two faculty members from different institutions work together on an externally-funded project. The primary institution, or fiscal agent, receives the award originating from the awarding agency. An agreement is negotiated if faculty at other institutions will perform substantial effort toward the project and will receive funding from the prime award.
ORSP coordinates any subcontracting process that involves LMU faculty, both when LMU is the lead institution and when LMU faculty members contribute effort towards a project funded at another institution. When LMU is the lead, the following documents must be received 10 business days prior to the agency due date in order for the LMU internal application approval and submission process to be completed. When another institution is the lead, LMU faculty member(s) should request a list of materials required by the primary institution as soon as possible, and provide the list to ORSP to ensure that all conditions for the application are met.
A. Curriculum Vitae, Biosketch or Biographical Statement: Format and page limit should comply with the funding agency's guidelines.
B. Budget and Budget Narrative:& Depending on the agency's guidelines, most subcontractors will need a separate budget to be included in the application package. Subcontracting budgets should reflect the home institution’s fringe benefit rate and federally negotiated indirect cost rate (if applicable). Subcontractors should contact their Sponsored Projects Office as early as possible to determine their institution's internal approval process, and seek their assistance with any required institutional documentation required.
C. Scope of Work: A brief overview of the part played by the subcontractor. What substantive parts of the project will they be working on? List any timetables or deliverables they will be required to meet. This may be a brief synopsis of what is written in the narrative.
D. Current and Pending Support: If required by funding agency, a list of current and pending support for each individual leading or contributing effort to the project.
E. Institutional Commitment, or Authorized Organizational Representative (AOR) letter: A document typically produced by the subcontractor’s Sponsored Projects Office once a Scope of Work and Budget have been approved and signed by the appropriate Authorized Representative of the institution. The signed form or letter should acknowledge the subcontractor’s participation in the proposed project, indicate an understanding of the proposed scope of work, certify the budget is appropriately calculated, and indicate their willingness to subcontract with LMU if the proposal is funded. It should be addressed to the director of the LMU Office for Research and Sponsored Projects.
F. Facilities and Administration (F&A) or Indirect Cost Rate Agreement: Each institution has a specific Facilities & Administration (F&A) agreement with the federal government. Subcontracting institutions follow their own F&A agreement if such funding is available through the grant. For more information on the LMU F&A Agreement, please visit Institutional Policies.