| Step |
Action |
When |
Who |
| PRE |
The proper establishment of a meaningful subcontract begins before you even submit a proposal. |
Well before you submit your proposal |
Principal Investigator |
| PRE |
Check to make certain your subrecipient is not on the NC Suspension List |
Well before you submit your porposal AND once you are ready to issue a subaward |
PI in consultation with the college office and SPARCS |
| PRE |
Check to make certain your subrecipient is not a denied entity or your subrecipient's PI is not a denied person pursuant to federal debarment standards or Export Controls |
Prior to issuing subaward |
PI in consultation with the college office and SPARCS |
| 1 |
Determine if Subaward was included in proposal, includes a budget and statement of work and is allowed under the terms of the award. |
Upon decision to issue subaward |
PI in consultation with college office |
| 2 |
Prepare the NCSU Subaward Request Form. Make sure the form is complete and accurate. Write in any comments that will be helpful to SPARCS in preparing the subcontract such as the subcontract is to be incrementally funded. |
After a prime agreement is received an an account number established. |
PI in consultation with the departmental book keeper, contract manager or college office |
| 3 |
Ensure the request form is complete, accurate and that a budget and statement of work are attached and send to the college office |
Once request is received in college office |
College office |
| 4 |
Process an ePAR, and
upload the subaward request form along with the subcontractor
budget and subcontractor statement of work. |
After college review is complete and request is satisfacotry. Note, a common error is for PI's and College Offices to forward an integrated statement of work that does not delineate the responsibilities of the subcontractor from those of NC State. It is imperative that the subcontractor's statement of work and budget are segrated and stand alone before sending the request to SPARCS. |
College or Departmental office |
| 5.a |
Review request to determine sufficient
resources in the subcontract account line. |
Within 4 business days of receipt in C&G |
C&G Fiscal Manager |
| 5.b |
Review request for accuracy and compare to prime agreement to determine if legal authority to issue subcontract exists |
Upon receipt of request by cognizant SPARCS team |
SPARCS Official |
| 6 |
Request supplemental or clarifying information from college office if necessary |
If and only if the SPARCS review of the request finds missing or insufficient information |
SPARCS Official; college office
responds |
| 7 |
Prepare and send to the subcontractor the standardized subagreement cover sheet |
Once request is complete and satisfactory |
SPARCS Official |
| 8 |
Respond to subcontractor's concerns or negotiating items and reach satisfactory solution |
Once subcontractor has reviewed and contacts SPARCS to negotiate the terms of the subcontract |
SPARCS Official |
| 9 |
SPARCS processes the fully executed subcontract distributing as follows: C&G (original), SPARCS (original), College Office (copy), PI (copy). Contracts and Grants will set up subsidiary ledger 5 accounts if multiple subcontracts are issued on one prime agreement |
Upon receipt of fully executed subcontract document from the subcontractor |
SPARCS and Contracts and Grants fiscal manager |
| 10 |
Modifications to existing subcontracts largely
follow the same steps outlined in 2 through 9 above modified to account
for a modification versus a new subcontract. The request form is
designed to work for both new requests and modification requests.. Note,
that some changes in subcontracts require changes to the prime agreement
first. For example, a no-cost extension to a subcontract beyond the end
date of the prime agreement can not be executed until the prime
agreement is extended. As such, it may be necessary to process a Prior Approval
Request concurrent with your request for a subcontract
modification |
When you need to extend the project period or make other program or contractual changes and only after the prime sponsor has approved |
Principal Investigator and College Office |
