Resources
Staff Assignment Agreement (SAA) Form
SAA Form Instructions
eGC1 Instructions for SAA
Business Flow Diagram
Non-federal sponsors include nonprofits, industry partners, healthcare institutes and hospitals, international institutions, foreign governments, associations, other institutions of higher education, as well as local and state governmental entities.
Regardless of whether or not it is a sponsor requirement, it is a UW Policy that the Office of Sponsored Programs (OSP) submit proposals to external entities.
Review GIM 1 – Review and Submission Requirements for Proposals.
For industry sponsored clinical studies and trials review industry clinical trials.
Some sponsor systems are used strictly to submit proposals and others are for pre-award and post-award management of the application and award.
Some industry sponsors have separate foundations that provide grants or fellowships which may have special guidelines. OSP will verify foundation non-profit status.
AHA uses ProposalCentral for proposal submisison. Review more information including applicant instructions at AHA Applicant Information.
All BMGF grants are made to the UW Foundation (UWF). eGC1s route to OSP, which coordinates the review, submission, and award set up with the UWF.
BMGF has an Open Access policy and Humanitarian License terms that apply to all of its grant agreements. Please work with your OSP reviewer for these agreements.
Attach the following documentation to the BMGF eGC1 in SAGE.
Reach out to osp@uw.edu to obtain the UW PI Intellectual Property (IP) Questionnaire & the UW IP Disposition Memo needed for all BMGF proposals.
Failure to submit the IP documentation with the eGC1 will result in delay and possible loss of funds. BMGF typically has a deadline to accept these terms.
The Burroughs Wellcome Fund only makes awards to degree-granting institutions.
Researchers and Mentor / Sponsor must be employed by the UW, or have an affiliate appointment with the UW and also be a member of an affiliate institution to submit proposals to BWF at the UW.
UW departments submitting proposals on behalf of an affiliate researcher must be willing to provide typical and extensive post award administrative duties with zero cost recovery.
BWF may require a letter of institutional commitment for items such as but not limited to, faculty appointment, salary, laboratory start-up funds, etc. These letters must be provided by the PI’s primary Institution, signed by the official authorized to make the commitment and attached to the eGC1.
BWF reserves the right to terminate a grant if this commitment is judged to be inadequate.
UW PI:
If required in the application, attach an Institutional letter of commitment.
Affiliate Faculty:
This system is used by many non-profit organizations including:
PIs must create their own proposalCENTRAL accounts.
The PI must give OSP access, and OSP submits the application on behalf of the UW.
The Patient-Centered Outcomes Research Institute (PCORI) is an independent, nonprofit organization authorized by Congress in 2010. Its mission is to fund research that will provide patients, their caregivers, and clinicians with the evidence-based information needed to make better-informed healthcare decisions.
PCORI Online is a “one-stop-shop” for all aspects of the award lifecycle: from proposal submission to reporting and management.
Limit preliminary discussions with prospective funding sources to the scientific aspects of the work. Full proposal documentation requires OSP approval. All industry collaborations must adhere to UW principles.
Many situations may also require a separate agreement between the UW and the collaborators.
Such as:
SBIR is a federal program to provide research and development funding to small business concerns to stimulate innovation with a potential for commercialization. The small business entity partners are encouraged to work with an institution of higher education.
STTR is a federal program to facilitate cooperation between a small business concern and an institution of higher education, with the results having potential commercial value.
Both programs typically have three phases: Feasibility study, R&D, and commercialization.
Applicants to an SBIR or STTR program are the for-profit entities. In order for UW to participate, the small business includes the UW proposal within its proposal to the federal agency. If awarded, the small business issues a subaward to UW.
More information about SBIR and STTR is available from the U.S. Small Business Association.
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)
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.
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:
A subaward is used to compensate for salary, benefits, related personnel expenses and other expenses (as applicable) for costs at the secondary institution.
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:
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.
UW Faculty and staff may be assigned to SCRI. In order to compensate for salary, fringe, and associated costs, SCRI issues staff assignments (SAAs) to UW.
SCRI pays salary & benefits automatically based on the SAA. UW department invoices for tuition and supplemental salary.
Help reduce incorrect payments and time-consuming back-and-forth invoicing, follow these recommendations when setting up staff assignments.
SCRI SAA Contacts |
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Non -Pediatric Departments | Pediatric Departments | Office of Sponsored Programs (OSP) |
Kim Lambright | Patrick Lennon | Tim Mhyre |
School of Medicine ABC Shared Services Center |
Administrator for Research Pediatrics | OSP Manager |
Email: abcsaa@uw.edu Phone: 206.221.6701 |
Email: plennon@uw.edu Phone: 206.221.1461 |
Email: osp@uw.edu Phone: 206.543.4043 |
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.
Incoming subawards happen when another institution (pass-through entity) receives funding from a sponsor (aka prime sponsor) and that institution subawards a portion of the work to the UW.
The UW is a participating Federal Demonstration Partnership (FDP) Expanded Clearinghouse entity. Participating organizations agree to use FDP entity profiles to verify institutional information.
Review the UW’s FDP Profile.
UW is the subrecipient. Our sponsor is the institution receiving the prime award and is issuing a subaward to the UW funding.
For example National Science Foundation (NSF) awards a project to UCSD. UCSD awards some of that funding to the UW to complete a portion of the work on their project.
UCSD is the sponsor (pass-through entity) on the eGC1 to the UW. NSF is the prime sponsor.
The direction of the funding determines if it is an incoming or outgoing subaward.
When the UW receives funding from a sponsor (aka prime sponsor) and subawards a portion of the work to another institution, it’s called an outgoing subaward.
Example
NIH awards a project to the UW, and we award some of the funding to UCLA to complete a portion of the work.
Proposal Processing
The UW works with the subaward recipient (UCLA in this example) to include them as a subaward on our proposal to the sponsor (NIH). Review more information on preparing a proposal with subawards.
At the time of award, the UW department must request a subaward set up using SAGE.
An incoming subaward is funding coming into the UW and an outgoing subaward is funding going out of the UW.
Incoming subawards, happen when another institution (pass-through entity) receives funding from a sponsor (aka prime sponsor) and that institution subawards a portion of the work to the UW.
Example
NSF awards a project to UCSD, and UCSD awards some of the funding to the UW to complete a portion of the work.
eGC1 Routing and Proposal Processing
Incoming subawards are requested via SAGE on an eGC1 just like other external support requests. The “sponsor” on the eGC1 is the pass-through entity providing the UW a portion of the funding from their award from the prime sponsor.
Follow deadlines provided from the pass-through entity (UCSD in this example) NOT the prime institution. This allows UCSD to incorporate our proposal materials into their proposal to to the prime sponsor.