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Frequently Asked Questions about Subawards

  • Can I add a new subaward that was not in the original proposal?

    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.

  • Can I have a fixed price subaward on a cost reimbursable prime award?

    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.

  • Can I have a subaward to the same entity if the Statements of Work are completely different?

    Yes.

  • How can I monitor the status of a modification once I submit all of the necessary forms?

    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.

  • How can I monitor the status of my subaward?

    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:

    1. when the checklist has been assigned within JHURA to the individual who will draft the action
    2. when the subaward action is sent to the subrecipient for review and partial execution
      (usually same date as “all documents received”)
    3. when JHU receives the partially executed subaward action back from the subrecipient
    4. when the subaward action is fully executed internally within JHURA
    5. when the fully executed Subaward action is sent back to the subrecipient
      (with PO# if new Subaward). The Subagreement Checklist System is available to allow non-JHURA users to see the stage at which the subaward action stands in “read-only” format.
  • My subaward has ended. How do I remove my remaining encumbrance?

    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, ztolley1@jhu.edu.

  • Subaward vs. Vendor/Contractor

    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.

  • What do I do if I have a non-competing continuation (from HHS) that changes the award from a “G” account to a “P” account and an existing subaward needs to be modified?

    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.

  • What do I need to submit to JHURA to get a new subaward established?

    For a NEW Subaward, you must enter a record into the Subagreement Checklist System and attach:

    1. Subaward Determination Form (Learn more about this form in our Quick Guide)
    2. Subrecipient scope of work
    3. Budget with justification for cost-reimbursement subawards,
      or a milestone payment schedule for fixed price subawards
    4. Financial questionnaire, if new to JHU (see Controllers Risk Rating Spreadsheet)
    5. If approval is required for the Subaward, and you have such approval, please attach notice

    The prime award must already be set up in SAP.

  • What issues in a subaward are usually the most troublesome, and may require negotiation with the subrecipient?

    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.

  • What turnaround time can I expect to get my subaward issued?

    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.

Contact

Johns Hopkins University
Research Administration

1101 E. 33rd Street, B001
Baltimore, MD 21218

(443) 997-1922
Email: jhura@jhu.eduSend an email to jhura@jhu.edu

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