Subawards - Proposal Preparation
If subrecipients are included in a sponsored project proposal, the PI and department are responsible for submitting a required series of forms and materials to accompany the proposal to the SPA Project Officer to review. The subrecipient must also be budgeted appropriately.
If the proposal is awarded, the SPA Subawards Team will issue the subaward or subcontract agreements.
Below is information on required subrecipient forms and budgeting guidance.
NEW
See Columbia's recent presentation on NIH Update: Oversight of Foreign Subawards (presented on 12/13/2023)
The SPA Project Officer requires the following materials and forms, at a minimum, during proposal review if subrecipients are included in the proposal:
- Subrecipient/Contractor Classification Form
- A statement of work (SOW)
- Detailed budget
- Budget justification
- Biosketch for each key personnel listed by the subrecipient
- Subrecipient Letter of Intent (LOI) (rev. 12/18/2023) - REPLACES THE FORMER SUBAWARD FACE PAGE
- Download the LOI form and save prior to completion. Do not complete in browser.
- The first page of the form can be included in the "Consortium/Contractual Arrangements" attachment in the Research Plan of an NIH application, or included in other sponsor applications if they require such information on subrecipients. However, the second page must be detached from the proposal submission, and submitted to SPA as a separate document.
- A Pre-award Assessment of the Proposed Subawards Form if the aggregate amount of all proposed subrecipients in the grant or contract proposal exceeds 50% of the total prime award.
- If subrecipient is foreign, SPA will need a completed International Research Questionnaire (IRQ).
Financial Conflict of Interest (FCOI) Policy confirmation:
If the proposed subrecipient indicated they do not have a FCOI Policy at the time of proposal submission, additional follow-up will be necessary.
Currently, we are using the Follow-Up Subrecipient FCOI Policy Form for PHS sponsors. For other sponsors, please contact your SPA Project Officer.
In very unusual circumstances, Principal Investigators can request that subrecipients be covered under Columbia's COI policy. This form is to be used to request that such an exception be granted for a particular subrecipient on a specific project:
- NIH Subaward Budgeting Guidance
- NSF Subaward Budgeting Guidance, per PAPPG 23-1