A subaward is an agreement with a third-party organization to perform a portion of a research project or program. The terms of the relationship (sub-grant/subcontract) are influenced by the prime agreement, and all subawards must be monitored to ensure that the subrecipient complies with these terms.
As Defined by Uniform Guidance
A Subaward is an award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of a federal award received by the pass-through entity. It does not include payments to a contractor or payments to an individual that is a beneficiary of a federal program. A subaward may be provided through any form of legal agreement, including an agreement that the pass-through entity considers a contract (Uniform Guidance §200.92).
Proposal Development Stage
- The department works with the PI to collect both sponsor required and OSP required documents from a subrecipient.
OSP completes a risk assessment for all new subrecipients in the subrecipient’s organizational profile in GMAS.
- For more information, please refer to the Subrecipient Monitoring Toolkit.
- The proposal review team reviews subrecipient proposal documents as part of the proposal review process and will submit the required documents with the prime proposal.
When a Harvard proposal includes a subaward, the following elements are required:
- Create a Folder in the GMAS document repository named “Subrecipient (subrecipient institution name)”
- Other elements may be required depending on the sponsor, including:
Calculating Subaward costs into Harvard’s F&A Base
- The first $25K of the subrecipient’s total costs, must be included in Harvard’s MTDC.
- If the subaward in year 1 is less than 25K, then Harvard’s F&A for the 2nd year must include the balance.
- The process for applying F&A varies among non-federal sponsors.
- The 25K federal cap may apply. Check sponsor guidelines.
- If there is no sponsor cap specified in the sponsor’s guidelines, F&A must be applied to the full subaward amount.