Subawards

Subawards

Clarifying Subawards vs ICAs: definitions, when to use each

Subaward: A subaward is an agreement that transfers a portion of the project’s work and funding to another institution or organization, making them responsible for carrying out part of the scope of work. This differs from an Independent Contractor Agreement (ICA), which is for individuals or entities providing specific services rather than substantive programmatic effort. Use a subaward when another organization will perform a significant portion of the sponsored project’s objectives. Use an ICA when engaging a consultant or vendor for specialized services.

• Understanding and Amending a Subaward
• Contract Manager System

Process: Request → Monitor → Amend → Close (with forms & documentation)

The subaward process begins with a request to issue the agreement, followed by ongoing monitoring of performance and expenses, amending the agreement when necessary, and closing it out at the end of the project. Each step requires supporting documentation, including the statement of work, budget, insurance, invoices, and progress reports, which must be submitted to the RF for review and approval.

• Subaward Preparation Roles and Responsibilities
• Find Documents

Checklist for PIs on monitoring, invoicing, and deliverables

Principal Investigators (PIs) are responsible for ensuring subrecipients meet project deliverables, adhere to the approved budget, and comply with applicable regulations. This includes reviewing invoices for accuracy, verifying progress toward goals, and maintaining documentation of oversight activities.

• Checklist for Subrecipient Monitoring.