Subagreements
A subagreement is a document written under the authority of, and consistent with, the terms and conditions of an award (a grant, contract or cooperative agreement), that transfers a portion of the research or substantive effort of the prime award to another institution or organization.
When a portion of the project is going to be carried out at another institution or organization (third parties), a subcontract or subagreement with the University is required in order to ensure compliance with sponsor requirements. The third party is required to provide the necessary resources to conduct the work, including providing an investigator at the work site to oversee the project activities. Costs normally associated with third party effort could include: labor, employee benefits, materials and supplies, travel, equipment, subcontracts, consultants, other direct costs, and indirect costs. In the for-profit sector it is not uncommon to include costs such as labor overhead, material overhead, fees, general and administrative expense, and cost of money. Documentation from each subrecipient's authorizing official including an itemized budget, with justification, a statement of work to be performed, and qualifications to do that work should be incorporated into the proposal. Many federal agencies require a completed cover sheet and certain certifications signed by the institution's authorized official. Subagreements may also require the prior written approval of the agency's grants officer.
The Office of Sponsored Programs (OSP) writes and executes subagreements with other institutions. OSP will encumber the funds in the grant/contract account for projected expenses pending actual expenditure of the funds for subagreements. The AU department for which the subagreement was written will be notified of the encumbrance number. The department is then responsible for monitoring the subrecipient’s progress and processing the subrecipient’s invoices for payment. OSP is responsible for issuing and closing out of subagreements. Final close-out documentation, including final invoice, should be processed by OSP.
For questions regarding Subagreements, contact:
Juanita Syljuberget
winegjm@auburn.edu
phone: 334-844-5931
fax: 334-844-5953
Subagreement Process
Subrecipient Monitoring
Subagreement Certification Form
Subagreement Close-out Documents
Subagreement Template for Educational Institutions, Nonprofits and Local Governments
Subagreement Modification Template
Subrecipient Cost Sharing Definition
Subrecipient Cost Sharing Documentation Form
Subrecipient Invoicing Procedures
Subrecipient Invoice
Vendor Registration Information
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