Affiliated and Collaborating Institutions
- Outgoing Staff Assignments
- Fred Hutchinson Cancer Center (FHCC)
- Seattle Children’s Research Institute (SCRI)
- Seattle Institute for Biomedical and Clinical Research (SIBCR)
- Veteran Affairs (VA) of Puget Sound (VA)
- Weill Neurohub
The UW partners with a number of institutions in the region to accomplish a variety of research and health services. There are special processes in place to facilitate these partnerships.
There may also be sponsor specific proposal requirements for affiliate faculty proposing research through a UW department. For example: Burroughs Wellcome Fund (BWF)
Outgoing Staff Assignments
Staff assignments provide a way to compensate salary, benefits, and related personnel expenses (e.g. tuition) for UW personnel working at another institution. These are not subawards.
Outgoing staff assignment set up is requested through Procurement Services. Submit a Workday Requisition to Procurement (which will then become a Purchase Order after approvals).
Important: if you need a specific contract agreement between the UW and the other entity, please be sure to note that on the Requisition, and Procurement will assist and sign.
Set up for new Incoming Staff Assignments (to the UW from other institutions) are requested via an eGC1 in SAGE. Review specific instructions for requesting incoming staff assignments for Fred Hutchinson Cancer Center and Seattle Children’s Research Institute.
Fred Hutchinson Cancer Center (FHCC)
FHCC and UW jointly determine which institution receives a grant or contract (primary institution). A staff assignment or subaward is used to compensate for the costs of the secondary institution with personnel involved in the project at the primary institution.
A subaward is used when the secondary institution is carrying out a portion of the prime award, participating in programmatic decision-making, and adhering to program requirements.
FHCC Staff Assignments
Staff assignments provide a way to compensate salary, benefits and related personnel expenses (e.g. tuition) for those working at the primary institution, such as:
- Non-resident graduate students
- First-year students enrolled in the joint UW-FHCC Molecular and Cellular Biology training program
- Faculty with joint appointments at both UW and FHCC
- Individuals jointly recruited and who have:
- A faculty appointment at only one institution
- Responsibilities critical to the mission of both institutions
- Specialized expertise
Outgoing staff assignment set up is requested through Procurement Services. Submit a Workday Requisition to Procurement (which will then become a Purchase Order after approvals).
Set up for new Incoming Staff Assignments (to the UW from other institutions) are requested via an After-the-Fact eGC1 in SAGE.
Initial FHCC Staff Assignment Set-Up at the UW
Route an After-the-Fact eGC1 for each individual with a staff assignment and include the following:
- Attach the signed SAA
- Name of the individual who will be assigned at FHCC
- Set out line item and totals in the eGC1 budget for the total amount as reflected in the SAA
- Prepare a SAGE Budget Worksheet for the total
- If tuition is included, prepare a separate SAGE Budget Worksheet for tuition
- Activity location=Fred Hutchinson Cancer Center
- Project Type=Grant
OSP will create an Award Set-up Request (ASR) per staff assignment eGC1 and ask that you link a SAGE budget worksheet. The UW sets up one award per SAA in Workday Finance. FHCC reimburses the UW based on the SAA.
Renewal FHCC Staff Assignment Approval
A renewal is when FHCC issues the next fiscal year’s funding for the same individual under a Staff Assignment.
Submit an Award Modification in SAGE for each individual Staff Assignment renewal:
- Choose correct subcategory types: Supplement and Extension
- Attach SAA
- Name of the individual who will be assigned at FHCC in Comments
- Set out line item and totals in the connected SAGE budget for the total estimated billable amount as reflected in the SAA
- Prepare a SAGE Budget Worksheet for the total amount
Staff Assignment Administrative Fee:
10% of total direct costs, up to a maximum of $2,500 per year, will be included in the staff assignment budget for administrative costs except:
- Staff assignments for non-resident graduate students
- Staff assignments for first-year students enrolled in the joint UW-FHCC Molecular and Cellular Biology training program
FHCC Subawards & T32 Collaborations
Subawards with associated F&A are used for projects that involve personnel and other expenses (e.g., supplies, equipment, etc.) at the secondary institution.
A subaward will be used for each T32 Trainee to or from FHCC. Review more information on UW and Fred Hutchinson Cancer Research Center (FHCC) T32 Collaborations.
For other T32 post award budget allocation, invoicing, and/or reporting questions please contact GCA at gcahelp@uw.edu.
Seattle Children’s Research Institute (SCRI)
SCRI and UW jointly determine which institution receives a grant or contract (primary institution). A staff assignment or subaward is used to compensate for the costs of the secondary institution with personnel involved in the project at the primary institution. To compensate for salary, fringe, and associated costs, SCRI issues staff assignments (SAAs) to UW.
Each incoming SCRI SAA for an individual requires a unique cost center and a budget for one fiscal year. SCRI staff assignments have an allowable 10% buffer that can be built into the budget to reduce modifications. UW campus units have been delegated authority to sign the SCRI Staff Assignment Agreement (SAA).
Note, for outgoing staff assignment set up: submit a Workday Requisition to Procurement (which will then become a Purchase Order after approvals).
High-Level Process
- Campus unit (dept.) staff prepare SCRI’s SAA Smartsheet to begin the staff assignment approval process (new or renewal).
- SCRI reviews & approves the SCRI SAA Smartsheet which routes the SAA in DocuSign for UW campus unit signature.
- Campus unit staff prepare and route appropriate SAGE item with the signed (fully executed) SCRI SAA attached.
- OSP reviews & assigns the SAGE item to GCA for Workday setup.
Review the following guidance for step-by-step instructions.
1. SCRI Staff Assignment Approval Process
- For initial staff assignments and renewals, UW department staff enter the costing information into SCRI SAA Smartsheet.
- Need access to the SCRI Smartsheet? Send a request to SCRI: CBOAdmin@seattlechildrens.org
- Select the tab for your UW department.
- Make sure to select “SCRI Center”.
- SCRI’s GCA is notified and reviews information when edits are made. There is no “submit” button.
- If the information is incorrect, the SCRI GCA will reach out to the UW department contact.
- If the information is correct, the SCRI GCA will mark “GCA Review” as “Yes”.
- A PDF is then auto-generated and sent out via DocuSign for signature at the email address under “Employer Signature (email address).”
- UW units have been delegated authority to sign the SCRI Staff Assignment Agreement.
- The SCRI signatory is determined by which center is selected in “SCRI Center.”
- A copy of the Fully Executed SAA is always kept in Smartsheet and you can also have DocuSign send you a copy once it’s signed by both parties.
Need help completing the SCRI Smartsheet? Email the SCRI Center Business Operations CBOAdmin@seattlechildrens.org.
2. SCRI Initial Staff Assignment Set-up at the UW
- Route an After-the-Fact eGC1 for each individual with a staff assignment and include the following:
- Attach the Fully Executed (signed) SCRI SAA
- Name of the individual who will be assigned at Children’s
- Set out line item and totals in the eGC1 budget for the total estimated billable amount as reflected in the SAA
- Prepare a SAGE Budget Worksheet for the maximum estimated billable amount
- If tuition is included, prepare a separate SAGE Budget Worksheet for tuition
- Activity location=Seattle Children’s Research Institute
- Project Type=Grant
OSP will create an Award Set-up Request (ASR) per staff assignment eGC1 and ask that you link a SAGE budget worksheet. The UW sets up one award per SAA in Workday Finance. SCRI reimburses the UW based on the SAA.
Renewals and any amendments to existing SAAs are processed via an Award Modification request in SAG
3. Renewal SCRI Staff Assignment Process
A renewal is when SCRI issues the next fiscal year’s funding for the same individual under a Staff Assignment. Review the SCRI SAA Approval Process steps to get the signed SAA from SCRI.
Once the SAA is signed, submit an Award Modification in SAGE for each individual fully-executed Staff Assignment renewal:
- Choose correct subcategory types: Supplement and Extension
- Attach Signed SAA
- Name of the individual who will be assigned at Children’s in Comments
- Set out line item and totals in the connected SAGE budget for the total estimated billable amount as reflected in the SAA
- Prepare a SAGE Budget Worksheet for the maximum estimated billable amount
- If tuition is included, prepare a separate SAGE Budget Worksheet for tuition
Modification Approval Process for SCRI Staff Assignments
A modification to the staff assignment is only needed for changes that result in exceeding the total estimated billable amount or changes to the start or end dates. You’ll need to request SCRI issue an amendment to the original SAA.
If a modification to the SAA is needed, UW department staff enter the costing information onto a new line in the SCRI Smartsheet.
- Make sure to select “SCRI Center”.
- SCRI’s GCA is notified and reviews information when edits are made. There is no “submit” button.
- If the information is incorrect, the SCRI GCA will reach out to the UW department contact.
- If the information is correct, the SCRI GCA will mark “GCA Review” as “Yes”.
- A PDF is then auto-generated and sent out via DocuSign for signature at the email address under “Employer Signature (email address).”
- UW units have been delegated authority to sign the SCRI Staff Assignment Agreement.
- The SCRI signatory is determined by which center is selected in “SCRI Center.”
- A copy of the Fully Executed SAA is always kept in Smartsheet and you can also have DocuSign send you a copy once it’s signed by both parties.
After the SAA is signed, submit an Award Modification in SAGE for each individual fully-executed Staff Assignment Modification.
- Attach the signed SAA that reflects the modifications.
- Prepare a SAGE Budget Worksheet for the estimated billable amount, if changed
Change that does not require a Modification
Effort changes during the SCRI SAA period that do not exceed the 10% budget buffer do not require a modification.
SCRI SAA Best Practices:
- Set up staff assignments with an end date of 6/30 or earlier.
- Ensure promotions are completely processed in the UW payroll system before submitting a staff assignment.
- Incorporate anticipated increases in your calculations when working with the SCRI Center Business Manager on SAA amounts.
SCRI Staff Assignment Administrative Fee:
4% of total direct costs will be included in the SCRI staff assignment budget for administrative costs.
SCRI Subawards
Subawards with associated F&A are used for projects that involve personnel and other expenses (e.g., supplies, equipment, etc.) at the secondary institution.
Seattle Institute for Biomedical and Clinical Research (SIBCR)
SIBCR administers non-Veteran’s Administration (VA) funds in support of research affiliated with VAPSHCS. A Joint Personnel Agreement (JPA) or subaward is used to compensate for the costs of the secondary institution which has personnel involved in the project.
The prime recipient of the funding (primary institution) is where 50% or more of the direct costs occur (including value of joint faculty with unfunded effort but excluding equipment and subawards).
Joint Personnel Agreements (JPA) compensate the secondary institution for salary, benefits and related personnel expenses for joint faculty appointments or non-faculty research staff who are working at the primary institution. JPAs cover only up to a one-year period at a time.
A subaward is used to compensate for salary, benefits, related personnel expenses and other expenses (as applicable) for costs at the secondary institution.
JPA Administrative Rate: To compensate the institution responsible for generating the individual’s paycheck and administer the employee’s benefits, an administrative rate of 10% of total direct costs up to a maximum of $5000 per year and will be included in the JPA budget.
Note, that while the VA follows the Federal Outside Employment and Activities rule:
- The UW can receive funding from a non-Federal source (such as SIBCR) for VA research work.
- If a Federal sponsor awards funds to the UW and a VA researcher performs and receives compensation on that award, the payment is allowed, subject to any separate Federal sponsor limitations.
Veteran Affairs (VA) of Puget Sound
The VA may issue an Intergovernmental Personnel Act (IPA) Agreement to provide cost reimbursement for University staff salary and associated fringe benefits. IPAs do not include Facilities & Administrative costs.
The employee must be a permanent employee of the UW and have been employed for at least 90 days. An IPA agreement can be made for up to 2 years and may be part-time or full-time. The original or initial assignment may be extended for an additional 2 years less 2 months. IPA assignments of less than 6 months are discouraged.
An employee that has served 4 continuous years without a break cannot be assigned to another IPA without at least a 12-month return to his/her regular employer. Successive assignments without a break in service of at least 60 calendar days are regarded as continuous service.
Review further guidance on IPAs from Federal OPM.
Alternatively, a subaward is used to compensate for salary, benefits, related personnel expenses, and other expenses (as applicable) for costs at the secondary institution when the work is carried out at the secondary institution.
Weill Neurohub
The UW accepts Weill Neurohub funding with a 0% F&A rate per the Non-Profit Sponsor F&A Rate Table.