It depends on the prime award. If the award is from NIH, we must get permission when adding a foreign subrecipient. Where NIH is the sponsor, we must also get approval for adding any new Fixed Price subagreement, or modifying a Cost Reimbursable Subagreement to a Fixed Price. Other prime awards may or may not require approval. Your Subawards Team member will review the prime award and work with you to make this determination.
In most cases, yes. The payment type of the subaward does not have to match the payment type of the prime award. There may be other sponsor restrictions on issuing a fixed price subaward, however, including prior approval or a dollar threshold. Contact the Subawards Team for more information.
You will receive update emails from the Subagreement Checklist System, which will reflect the current status of the modification.
The Subagreement Checklist System will send you automatic emails: when the sub checklist has been assigned; when the subaward is sent to the subrecipient; when JHU receives the partially executed back from the subrecipient; and when the subaward is fully executed and sent back to the site. The Subagreement Checklist System is available to allow departments read-only access to see what stage the subaward is currently in.
You can access the Subagreement Checklist System to check the status. Additionally, you will receive update emails from the Subagreement Checklist System, which will reflect the current status of the aaction, both for new subawards and modification of existing subawards.
The Subagreement Checklist System will send you automatic emails at the following times:
JHURA is responsible for removing the encumbrance from the PO once the end date of the subaward has passed and the final invoice has been submitted and paid. Please send an email to the member of the Subawards team responsible for deobligating the remaining amount on the PO, currently Zach Tolley, firstname.lastname@example.org.
The Uniform Guidance, 2 CFR Part 200.330 sets forth the criteria to determine whether a collaborator is a subrecipient or a vendor/contractor.
Sponsored project awards made to JHU are generally conducted within the physical boundaries of JHU by University faculty and staff. Occasionally, however, a significant portion of the required work may need to be provided outside the University by a third party. The third party is made responsible for a discrete portion of the project award, providing the leadership and direction of a responsible investigator and the resources necessary to conduct that portion of the work. Costs associated with this work may include personnel costs, supplies, equipment, travel, and overhead. Such an arrangement is carried out through the issuance of a subaward.
Comparatively, a contractor is an entity which performs the service it is offering to JHU to other customers in a commercial market. A contractor generally will not own anything it creates nor will it seek to publish.
Subawards are handled through JHURA; contractor agreements are handled through Purchasing.
If you have any uncertainty on the classification of the collaborator, please be in touch with Subawards team member.
You will need to submit the modification as a NEW SUBAGREEMENT in the Subagreement Checklist System. The prime award will have a new SAP grant number, and therefore the subaward will need to obtain a new PO number. You also will need to set up a shopping cart to obtain a new 96IO number for the new PO number.
Please note in the “Verify and Submit” field of the Checklist that this is for a G to P, so that this action can be clearly identified as a modification even though the checklist says “new.”
Also, please note in the “Verify and Submit” field if there is approved or restricted carry forward into the new PO, so that this can be noted in the action, and note the amount that you anticipate will be in the shopping cart.
For a NEW Subaward, you must enter a record into the Subagreement Checklist System and attach:
The prime award must already be set up in SAP.
We have found that issues around intellectual property ownership and control of publications can be sticking points. See the Contracts Quick Guide for more information about JHU policies regarding these subjects.
Average turnaround times change based on our volume at any given time, but, generally, your new subaward should go out the door to the subrecipient approximately three to four weeks after you submit the request via the Subagreement Checklist System. If the information in the checklist is not correct or is incomplete, however, the turnaround time will increase. Generally your subaward modification turnaround time should be within three weeks.