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School of Medicine Office of Research Administration

Subawards FAQs

  • Can I submit a SWiFT record prior to the workflow of the Notice of Award?

    No. The SWiFT record should be submitted after the award has been work-flowed to Shared Services, by ORA.
  • Do I need to submit a budget for carryover?

    No. Do not submit a budget for carryover. When providing additional funding and carryover within the same budget period, the carryover amount should be excluded from the budget.

  • Does ORA handle both outgoing subawards and vendor agreements?

    No.  Only subawards will be drafted and negotiated by ORA.  Vendor agreements are handled by Procurement contracts administration.

  • How can I monitor the status of my subaward?

    You can access the status of the subaward through the SWiFT system. You will receive updated emails from the system reflecting the current status, provided your email has been included within the SWiFT record.

  • How do I determine a subrecipient’s indirect cost rate?

    Subrecipients with a federally negotiated indirect cost rate should take indirect costs at that rate. A copy of the Subrecipient’s federally negotiated indirect cost rate agreement should be provided.  Subrecipients without a federally recognized indirect cost rate may elect to charge a de minimis indirect cost rate of 10% of modified total direct costs (MTDC), which may be used indefinitely.

  • How do I determine whether my collaborator is a subrecipient or a vendor?

    Under the OMB Uniform Administrative Requirements, Section 200.331 Subrecipient and Contractor Determinations, as well as Section 200.1 Definitions for Contractor and Subaward of the Uniform Guidance, provide guidance on making subrecipient and contractor determinations.

    Characteristics which support issuing a subaward include when the proposed subrecipient:

    (1) Determines who is eligible to receive what Federal assistance;

    (2) Has its performance measured in relation to whether objectives of a Federal program were met;

    (3) Has responsibility for programmatic decision making;

    (4) Is responsible for adherence to applicable Federal program requirements specified in the Federal award; and

    (5) In accordance with its [sub]agreement, uses the Federal funds to carry out a program for a public purpose specified in authorizing statute, as opposed to providing goods or services for the benefit of the pass-through entity.

    Characteristics indicative of a procurement/vendor relationship between JHU and another entity are when the entity receiving the sponsored funds:

    (1) Provides the goods and services within normal business operations;

    (2) Provides similar goods or services to many different purchasers;

    (3) Normally operates in a competitive environment;

    (4) Provides goods or services that are ancillary to the operation of the Federal program; and

    (5) Is not subject to compliance requirements of the Federal program as a result of the agreement, though similar requirements may apply for other reasons.

    For more information, see the Subrecipient Determination form.

  • I can’t find a Purchasing vendor number for my subsite. What should I do?

    Submit an invitation through PaymentWorks.

  • What are my obligations for subrecipient monitoring?

    As a recipient of sponsored research funding, the University is required to ensure that funding is used for authorized purposes in compliance with applicable grant and contract terms, Federal and State regulations and University policies and procedures.  The University, as a pass-through entity, remains ultimately responsible and accountable to the prime sponsor for funds management and compliance by its subrecipients. All offices play a role in the University’s subrecipient monitoring obligation. Please consult the JHU Subrecipient Monitoring Policy for more information.

  • What should be included within the Scope of Work (SOW) for a subrecipient?

    The SOW is an overall, non-technical description of the work to be performed. It expands on the projected objectives, but does not attempt to detail all of the work required. The SOW should clearly and accurately outline the deliverables and/or milestones expected from the site. The SOW shall be separate and distinct from the JHU SOM proposal/application statement of work.  The SOW should not include any proprietary information.

  • What’s the difference between a fixed price and cost-reimbursable subaward?

    A cost reimbursable subaward is an agreement where a subrecipient invoices JHU for actual costs incurred/expended under the subaward. Costs incurred must be reasonable, allowable and allocable.

    A fixed price subaward means a subaward under which JHU provides a specific or fixed level of support without regard to actual costs incurred under the prime award. This type of subaward reduces some of the administrative burden and record-keeping requirement. Accountability is based primarily on performance and results. See CFR §§200.102(c), 200.201(b), and 200.333.

  • Who do I contact if I have an issue with a Purchase Order?

    All Sponsored Projects Purchase Order (SPPO) related issues should be directed to ORASubcontracts@jhmi.edu. Do not submit a ticket through the procurement service portal.

  • Who is responsible for requesting account information for a sub?

    Specifically for the School of Medicine, the ORA Subawards team will request a sub IO (96) through

    Shared Services, and establish a purchase order using the vendor number and 96.

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    School of Medicine Office of Research Administration
    East Baltimore Office


    Miller Research Building, Suite 117
    733 N. Broadway, Baltimore, MD 21205

    P: 410-955-3061

     

    School of Medicine Office of Research Administration
    Clinical Research Contracting and
    Clinical Research Support Services

    750 E. Pratt Street, 14th floor
    Baltimore, MD 21202

    P: 410-361-8372

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