Subcontracts
A subcontract may be required if a portion of the research is to be performed by an external organization. If a grant proposal will include a subcontract, the principal investigator (PI) should work with the contracts specialist throughout the entire proposal and award process.
Contracts Specialist
Burt Neal
Administration Annex 1005
(504) 280-7136
bdneal@uno.edu
Pre-Subaward Process
The proposed subcontractor must be entered into the UNO financial system. Please check with the Office of Research contracts specialist regarding the subcontractor's status, especially if the subcontractor is using a social security number.
If the subcontractor is not in the financial system, a W-9 will be needed by the university.
Subaward Drafting Process
To begin the subcontracting process, PIs must complete forms for each subcontract to be written. In order to avoid any delays, PIs should provide the contracts specialist with the completed forms in a timely manner.
Please keep in mind that a subcontractor should never initiate work without an executed/approved subcontract in place. Subcontractors will not be compensated without the appropriate documentation on file in the Office of Research. If a subcontractor has a designated research PI, a resume must also be provided to the Office of Research.
Subaward Drafting Process Forms
| Form | Instructions | Notes |
|---|---|---|
| Subrecipient Vs. Vendor Form | Download Instructions | PI fills out this form to request that the Office of Research determine whether the relationship with a subcontractor is that of a "vendor" or a "subrecipient." |
| Request to Draft Subcontract Form | Download Instructions | PI fills out this form whether the Office of Research has determined that the relationship with the subcontractor is that of a "subrecipient" or a "vendor." |
| Subrecipient Audit Form | N/A | Subcontractor fills out this form to indicate the status of your yearly audit report. |
After the Subcontract is Executed
During the term of the subcontract, the subcontractor will send invoices to the UNO PI detailing the services provided to the PI's project. The PI must review the invoice for accuracy, approve it, and submit it to the Office of Research for payment processing.
If a modification to the Statement of Work, amount, or project period is needed for the executed subcontract, please submit the Subaward Modification Request Form to the contracts specialist before the original subcontract expires.
Closeouts
The PI should monitor the subcontractor's work throughout the project.
At the end of the award, obtain the subcontractor's final invoice by the date indicated in the subcontract. The invoice must be paid before UNO's final invoice is submitted to the sponsor.
Obtain the final progress report from the subcontractor, if applicable, by the date indicated in the subcontract.
Forms & Reports
Closeout Report
Subcontract Payment Request Form
Subaward Closeout Authorization Form
Subaward Modification Request Form
Subcontract Invoice Checklist
Subrecipient Commitment Form