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Subcontracts

Subcontracts

Establish & Modify Subcontract
Subrecipient Monitoring
Close Subcontract

Establish and Modify Subcontract
Overview	All outgoing subcontracts for research projects are prepared by ORA and created at the project level of Cayuse. The contract administrator will work with the PI to create an agreement.
PI - Initiation Forms & Info Required	In order to initiate a subcontract, the Subcontract Questionnaire (DOC) must be completed by the PI and returned to the ORA contract administrator.
Subcontractor - Initiation Forms & Info Required	In order to initiate a subcontract, the following forms and information must be furnished to the ORA contracts administrator: Subrecipient Audit Certification (DOC) PERA Certificate (DOC) W9 (PDF) or W8 (PDF) Indirect Cost Rate Agreement
PI - Establishment Forms & Info Required	Once the subcontract is fully executed, the PI must prepare a Purchase Requisition (PDF) to encumber funds and reference incoming invoices.
Modifications	Any changes to the award document or problems associated with the work in progress should be directed to ORA.

Sub Recipient Monitoring
Compliance	Federal regulations require that award recipients monitor the financial status of all subrecipients at least annually. When setting up an account that includes a subrecipient, data regarding the subrecipient is added to a database to track audit compliance.
Overview	Please see the Subrecipient Monitoring Procedures for details on the process implemented to be in compliance with OMB A-133. Monitoring begins even before an award is made and ends at closeout. The procedures through the life of the award are summarized below.
Pre-Award	ORA will collect an initial Subrecipient Audit Certification (DOC) and an assessment will be performed to determine whether or not the proposed subrecipient is a high-risk entity. The PI will be notified of the decision to award or not award, based on the assessment.
Post-Award	Throughout the life of the award, CSM will continue monitoring performance and compliance. A request for an Annual Audit Certification (DOC) letter - and second and third requests, if necessary - will be sent to all subrecipients. Their responses will be reviewed and evaluated to determine continuation or alteration of established terms.
Closeout	ORA will review the subaward history to determine that funds were utilized in accordance with the terms of the subcontract and federal regulations.
Tracking	Monitoring of subrecipients will be tracked in a stand-alone database and in Cayuse; outgoing subcontracts that are created in Cayuse automatically have relevant info added to the primary project.

Close Subcontract
Overview	Please see the Close Award page.