Subrecipient Package

The selection of collaborators who will ultimately become subawardees begins at the proposal development phase. The principal investigator/project director (PI/PD) should have early communication with subawardees. PI may review the Planning Considerations for Subawards to help them in evaluating subrecipients. Once the PI/PD has identified their project collaborators, they will work with the designated school/department administrator to prepare a complete subrecipient package, including the Subrecipient Commitment Form and other support documentation for each subrecipient, to be submitted for OSP review as part of the complete proposal. The assigned RST is available to provide additional support.

Process

• The PI, with support from the RST, obtains a complete subrecipient packet from the proposed subrecipient.
  • For a confirmed FDP entity, GW will only request the following documents from the subrecipient:
    • statement of work (SOW);
    • proposal budget;
    • budget justification;
    • biosketches for key personnel;
    • small business subcontracting plan (when applicable); and
      any other proposal-specific information or documentation as requested by the sponsor.
  • For a Non-FDP Member or International Entity, each subrecipient is required to provide a  signed Subrecipient Commitment Form and provide applicable attachments (as requested in the form).
• The RST collects the subrecipient’s recent financial audit documentation (e.g., a Single Audit report). Note: This step is not necessary for a confirmed FDP Expanded Clearinghouse entity.  The OSP SPA will access this information directly from the organization’s profile in the Clearinghouse.
• The PI submits the complete subrecipient package as an attachment to the complete proposal packet in the myResearch system to be routed for review and approval to the OSP Pre-Award Specialist.
• Subrecipient Added After Award:  When the subrecipient is not identified at the proposal stage, the PI will be required to work with OSP Award Management SPA to obtain sponsor prior approval before adding a subrecipient to the project.  The PI will then follow the Subrecipient Added After Award process to submit the request for a new subrecipient to the OSP Subaward Specialist.

Resources

• OSP Subawards page
• FDP Expanded Clearinghouse 

Frequently Asked Questions

What is the Federal Demonstration Partnership (FDP) Expanded Clearinghouse?

The FDP Expanded Clearinghouse is a web-based system that authorizes FDP member institutions to use online organization profiles in lieu of subrecipient commitment forms. Pass-through entities can utilize this publicly-available information when issuing subawards or monitoring subrecipient organizations.

GW is an FDP member institution and participating organization for the FDP Expanded Clearinghouse Initiative. GW and other participating organizations have agreed to review each other's published profiles in lieu of sending/receiving individual subrecipient commitment forms containing the information posted on their profile.

Are online profiles sufficient for all subrecipients who have FDP Clearinghouse profile?

No.  Transaction or subaward specific information (such as an IRB approval, statement of work or budget) may still be shared between GW and the subrecipient, provided that such exchanges do not require completion of data already appearing on the entity's published FDP Clearinghouse profile.

Do I submit the GW subrecipient commitment form to the sponsor?

No.  The subrecipient commitment form is internal to the university and is not submitted to the sponsor.

What should I include in the statement of work (SOW)?

The statement of work (SOW) should include deliverables with a schedule for completion and be detailed and comprehensive enough to accurately evaluate the success of the subawardee.

What if the questions in the GW Subrecipient Commitment Form (PDF) do not apply to my international collaborator?

The GW Subrecipient Commitment Form (PDF) may have questions that are not applicable for subrecipients that are international organizations. These international organizations should respond “N/A” or leave blank as applicable, and if their organization has documents or information that would be equivalent, they can attach them to the form.

Support

• For research support team (RST) contact information, click here.
• For pre-award assistance from OSP, email osp_pre-awardgwu [dot] edu (osp_pre-award[at]gwu[dot]edu).
• For assistance with myResearch, email myresearchgwu [dot] edu (myresearch[at]gwu[dot]edu).