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Preparing a proposal that includes proposed subrecipients
The Office of Sponsored Programs requires that the following subrecipient components be obtained by the UW Principal Investigator (PI) and provided to OSP along with the UW's prime proposal to a sponsor:
- Subrecipient's Scope of Work (SOW): A description of the work to be performed by the subrecipient and a timeline for reports and deliverables.
- Subrecipient's budget and budget justification: Includes the subrecipient's direct and Facilities & Administrative costs (F&A). If the UW's originating sponsor (prime sponsor to UW) has instituted a published policy that caps F&A rates applicable to the award, the University will in turn flow down the cap to the subrecipient and this should be reflected in the subrecipient's budget. If the subrecipient does not have a negotiated rate, and in the absence of an F&A rate cap by the originating sponsor, the maximum F&A rate the subrecipient may use is 10% Modified Total Direct Costs (MTDC).
- A Subrecipient Letter of Intent: Includes the project period, amount and project title of the subrecipient's proposed scope of work and be signed by the Subrecipient's institutional official or cognizant officer. A completed PHS398 face page signed by the subrecipient's institutional official is also acceptable.
- Any additional elements that may be required by the prime sponsor such as cost or pricing data, the subrecipient's F&A rate agreement, biosketches and pending support of subrecipient key personnel.
During proposal budget preparation, the amount of the subrecipient's total costs are included as a separate item in the UW proposed budget as a "consortium/contractual" cost category (object code 03-62 within the University eGC1 and financial system). Per the modified total direct cost (MTDC) base, the first $25,000 of each subaward during the project period is subject to UW's F&A rate. If the UW's sponsor is non-federal and does not indicate a base type, UW uses a base type of Total Direct Costs (TDC) and therefore includes the total costs of each subcontract in the UW's base for F&A calculation.
Each proposed subaward must be incorporated and charged to one prime UW project and one UW budget number. Use of shared or split budgets is not allowable.