Prepare for an Incoming Subaward or Subcontract

Preparation Steps:

Pre-Award (Proposal Development Stage & Prior to Submission)

1) The prime applicant or Pass-Through Entity (PTE) provides a list of
necessary items needed to complete MUSC's portion of the proposal.

2) Typically, this would include some or all of the following documents to be
completed and uploaded as one combined file to the Cayuse SP Internal
Processing Form (IPF):

a) Letter of Intent to establish a consortium agreement (Subaward)
signed by an authorized institutional official of MUSC

b) Statement of Work (SOW): the SOW must be clear and contain
a detailed description of the work to be performed by MUSC
personnel including proposed timeline and deliverables.

Note: This is required for internal purposes even if the
PTE does not request it.

c) Itemized/detailed budget and budget justification for MUSC

Note: This is required for internal purposes even if the
PTE does not request it.

d) Biosketches/CVs for key personnel as required by the funding
agency

e) If the MUSC PI is an MPI (Multi-PI) on the application/PTE's award, include the MPI Plan with the uploaded document(s)
in the IPF.

f) VA MOUs (if applicable)

g) Some institutions may request additional forms to be completed as
part of subrecipient monitoring and certification of compliance with
Federal requirements, such as MUSC's federally negotiated F&A
rate agreement.

Note: If the PTE participates in the FDP Expanded
Clearinghouse as MUSC does, then no additional forms
should be requested.

Just-in-Time (MUSC has been notified of a potential award by PTE)

1) The Departmental Administrators are responsible for collecting the
necessary Just-in-Time documentation for the incoming subawards.
These often include (but are not limited to) the following:

a) Updated Other Support: for all key personnel that lists both Active & Pending support with the grant that the Just-in-Time request is listed for included.

b) Biosketches for any new key personnel MUSC may be adding

c) Compliance documentation

i. For all studies involving human subjects, proof of human subjects training is required. If the project is a Clinical Trial, there must be proof that the 'Good Clinical Practices' training module has been completed within the last three years. Free GCP training is available for those sites that do not have institutional online training programs for their faculty/staff.

http://grants.nih.gov/policy/humansubjects/training-and- resources.htm
http://learningcenter.niaid.nih.gov/

ii. IRB (human subjects), IACUC (animal subjects), IBC approvals, etc.

2) MUSC's federally negotiated F&A rate agreement.

Note: MUSC's F&A rate agreement is available to PTEs via the FDP Expanded Clearinghouse.

3) The ORSP Grants Administrator will review and work with the Departmental Administrators/PI before submission to PTE.

Progress Report/RPPR (PTE is reporting on previous year and planning for the next year)

The prime applicant or Pass-Through Entity (PTE) provides a list of items needed to complete MUSC's (subrecipient) portion of the Progress Report/RPPR. Typically, this would include some or all of the following documents to be completed and uploaded as one complete file to the Cayuse SP Internal Processing Form (IPF) before submitting MUSC's information to the PTE:

1) Progress report information signed by or submitted with the concurrence of
an authorized institutional official of MUSC

The PHS 2590 'Face Page' is one format that allows AOR
signature when submitting Progress Report/RPPR materials to
the PTE.

https://grants.nih.gov/grants/funding/2590/2590.htm

2) Itemized/detailed budget and budget justification for MUSC

The PHS 2590 'Detailed Budget for Next Budget Period' & Form
Page 6 'Checklist" is the preferred format.

https://grants.nih.gov/grants/funding/2590/2590.htm

3) Revised Statement of Work (if it has changed since the original submission)

4) For NIH grants, the Annualized Effort will be required via the PHS 2590 'All
Personnel Report'

https://grants.nih.gov/grants/funding/2590/2590.htm

5) Updated Other Support: for all key personnel that lists both Active &
Completed support since either the JIT or previous year's progress report
was submitted

6) Biosketches/Other Support/Human Subjects training for any new key
personnel

7) Current IACUC/IRB approvals

8) Re-verify Human Subjects Training Education (including GCP training
within the last three years if the project is a clinical trial). Free GCP training
is available for those sites that do not have institutional online training
programs for their faculty/staff.

https://grants.nih.gov/policy/humansubjects/training-and-
resources.htm

https://learningcenter.niaid.nih.gov/

9) Current F&A rate agreement or link, IF PTE is not part of the FDP
Expanded Clearinghouse.