Subrecipients

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 each subawardee. Once the PI/PD has identified their project collaborators, they should work with their school/department administrator designated for proposal development.

FDP Expanded Clearinghouse Initiative

Effective January 2019, GW implemented the Federal Demonstration Partnership (FDP) Expanded Clearinghouse Initiative. This initiative 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. Project-specific data that are transaction or subaward specific (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 profile.

When GW is Lead

When the principal investigator/department (PI/Dept.) is preparing a proposal that includes one or more subrecipients, the PI/Dept. should:

  1. check the FDP Expanded Clearinghouse website to verify each subrecipient’s online organization profile;
  2. notify the Office of Sponsored Projects (OSP) pre-award administrator in advance which subrecipients will/will not require the GW Subrecipient Commitment Form prior to the 5-day routing deadline; and
  3. use the table below to identify next steps.

 

When Subrecipient is FDP Member When Subrecipient is Non-FDP Member or International Entity
  1. After the final proposal is routed to the OSP pre-award SPA in Cayuse, the pre-award SPA must check the FDP Expanded Clearinghouse website to verify the subrecipient’s organization profile.
  2. For confirmed FDP institutions, 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. 
  1. Each subrecipient is required to complete the GW Subrecipient Commitment Form and provide applicable attachments (as requested in the form).

When GW is Subrecipient

When the PI/Dept. is preparing a proposal for submission where GW is the subrecipient, the PI/Dept. should:

  1. notify the OSP pre-award administrator prior to the 5-day routing deadline; and
  2. use the table below to identify next steps.

 

With Prime as FDP Member With Prime as Non-FDP Member or International Entity
  1. The PI/Dept. will ask the prime organization to visit the FDP Expanded Clearinghouse website to verify GW’s online organization profile and GW will provide proposal-specific documents as requested such as:
    • statement of work;
    • proposal budget;
    • budget justification;
    • biosketches for key personnel;
    • small business subcontracting plan (when applicable); and
    • any other information or documentation requested by the prime. 
  1. GW would complete any forms and provide proposal-specific documents, such as:
    • statement of work;
    • proposal budget;
    • budget justification;
    • biosketches for key personnel;
    • small business subcontracting plan (when applicable); and
    • any other information or documentation requested by the prime.

 

Subrecipient Commitment Form

Subrecipients that are non-FDP member institutions or foreign entities must  complete the GW Subrecipient Commitment Form (PDF). The required documents listed in Section F of the form should be attached to the form. The completed and signed subrecipient commitment form with attachments (as applicable) should be sent to the GW principal investigator/project director via email as a single PDF.

Additional information and attachments may be required depending on the sponsor or type of award. The statement of work (SOW) should include any deliverables with a schedule and should be detailed and comprehensive enough to accurately evaluate the success of the subawardee.

Each subrecipient organization requires a separate subrecipient commitment form with all applicable attachments.

Please note that the subrecipient commitment form is internal to the university and is not submitted to the sponsor.

A Note for International Subrecipients

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.

The Office of Sponsored Projects will review the commitment form(s) and any attachments to determine if additional information is necessary before the proposal is approved.