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)
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.
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.
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:
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.
Route an After-the-Fact eGC1 for each individual with a staff assignment and include the following:
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.
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:
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:
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.
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).
Review the following guidance for step-by-step instructions.
Need help completing the SCRI Smartsheet? Email the SCRI Center Business Operations CBOAdmin@seattlechildrens.org.
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
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:
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.
After the SAA is signed, submit an Award Modification in SAGE for each individual fully-executed Staff Assignment Modification.
Effort changes during the SCRI SAA period that do not exceed the 10% budget buffer do not require a modification.
4% of total direct costs will be included in the SCRI staff assignment budget for administrative costs.
Subawards with associated F&A are used for projects that involve personnel and other expenses (e.g., supplies, equipment, etc.) at the secondary institution.
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 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.
The UW accepts Weill Neurohub funding with a 0% F&A rate per the Non-Profit Sponsor F&A Rate Table.