Subcontractor Award Tracking
OFFICE OF GRANTS AND CONTRACTS
This tutorial will allow you to understand the tracking process for Subcontract awards.
August 2012
SUBCONTRACT TRACKING
Table of Contents Objectives ....................................................................................................... 1 What is a Subcontract? ................................................................................... 2 Subcontract Tracking ...................................................................................... 2 Log in the Subcontract .................................................................................... 3 Appendix A: Subcontract Example 1 ...................................................................... i Appendix B: Subcontract Example 2 ................................................................... viii
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Objectives When you have completed the Subcontract Tracking tutorial you will be able to do the following: Identify a Subcontract Award Log in a Subcontract Award Understand the Routing process in more detail
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What is a Subcontract? On occasion, Grant Awards have services that will not be completed by East Carolina University personnel attached to the original grant, but will be completed by an individual or business that is hired by the primary investigator. The work that is to be completed by this individual or business must be approved. Once approved, then there is a subcontract for the grant and we must track the subcontract information in addition to the primary grant information.
Subcontract Tracking 1. The subcontract will be
routed to the Office of Grants and Contracts (OGC) from the Office of Sponsored Programs (OSP). The award packet will have an OSP cover sheet attached. On the Award Cover Sheet there will be information regarding the subcontract included. 2. If there is no OSP award sheet you will know it is a subcontract by looking at the funding institution
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information. If the funding institution is East Carolina University, then it is a subcontract.
3. The new award packet goes through the normal routing sequence (see
Once it reaches Suhail for invoice review, she will log the subcontract into the Sorted Subcontracts Log. Internal Training: New Award Routing).
Log in the Subcontract Suhail and Kathie keep a log of information regarding subcontracts. Though the logs reflect similar information, Kathie uses her log for auditing purposes and Suhail uses her log for informational purposes. The information included on Suhail’s Subcontract Log is:
Grant Number Banner (Fund) Number OSP Subcontract Number Amount of Award Cost Share Amount Principle Investigator (PI) Name Invoice Received Date Begin Date End date
Query Detail Subcontract Agency Address Date sent for PI approval Date Received Back from PI Grant Title Subcontract PI Comments
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Next
The subcontract is processed through the routing system. The sorted subcontracts log will be used to reference specific information regarding subcontracts (i.e. to process subcontract invoices).
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1. Primary: Suhail Guzman 2. Backup: Stephanie Hendrix
Who
Related Training
Author
New Award Routing Subcontract Invoicing
Kari E Busard Training Specialist Office of Grants and Contracts East Carolina University
Once this information from the award packet is input into the log, the award packet is routed to Kaitlin for further processing (see Internal Training XX). Once Kathie reviews the award, she will log the subcontract into her log. The Sorted Subcontracts Log is used to access information about awarded subcontracts. This concludes the Subcontractor Award Tracking tutorial.
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Appendix A: Subcontract Example 1
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Appendix B: Subcontract Example 2
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