Funding Transition Updates: Please see Federal Transition Updates 2025 for the latest federal executive orders and research activities.
Subrecipients
Background
A subrecipient refers to an organization or entity that receives funding or assistance from the primary recipient (often a university, research institution, or non-profit organization) to carry out a portion of the work outlined in a grant or contract.
Subrecipients typically have a significant role in the project and are responsible for carrying out a specific scope of work or providing goods or services that contribute to the project's objectives. They are distinct from contractors or vendors who provide goods or services incidental to the project but are not directly involved in achieving its goals.
Subrecipient relationships are governed by specific terms and conditions outlined in agreements, known as subcontracts, between the primary recipient and the sub-recipient, which define the scope of work, responsibilities, reporting requirements, and financial arrangements. These agreements ensure accountability, compliance with regulations, and effective management of the sponsored project.
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 sub-awardee. Once the PI/PD has identified their project collaborators, they should work with their school and/or department administrator designated for proposal development.
Process
- Prospective PIs determine during the early proposal development phase if they will be requiring the use of collaborators in their research. If so, GWU is considered the Lead in this proposal.
- PI/PD identifies project collaborator(s). The principal investigator/project director (PI/PD) should have early communication with each sub-awardee.
- Determine if the collaborator is an FDP member, not an FDP member, or an International entity. This step will determine whether or not a GW Subrecipient Commitment Form is required. You may find more information about the Subrecipient Commitment Form below.
- Go onto the FDP Clearinghouse website and search for subrecipient.
- If the sub-recipient IS an FDP member, follow the instructions in the left-side column
- If the sub-recipient ISN’T and FDP member or is an International Entity, follow the instructions on the right side column
- Go onto the FDP Clearinghouse website and search for subrecipient.
- Inform the Office of Sponsored Projects (OSP) mfoxx
gwu [dot] edu (pre-award administrator) which subrecipients will/will not require the GW Subrecipient Commitment Form prior to the 5-day routing deadline.
FDP Members
- 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.
- For confirmed FDP institutions, GW will only request the following documents from the sub-recipient:
- 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.
Non-FDP Members or International Entities
- Each subrecipient is required to complete the GW Subrecipient Commitment Form and provide applicable attachments (as requested in the form).
- 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.
When the PI/Dept. is preparing a proposal for submission where GW is the subrecipient, the PI/Dept. should:
- notify the mfoxxgwu [dot] edu (OSP pre-award administrator) prior to the 5-day routing deadline; and
- use the table below to identify the next steps.
FDP Members
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.
Non-FDP Members or International Entities
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.
Resources
- Office of Sponsored Projects
- GWU Subrecipient Commitment Form
- GWU Subrecipient Commitment Form
- GWU Office of Sponsored Projects (OSP)
- OSP Subawards page
- FDP Expanded Clearinghouse
Frequently Asked Questions
- How do I handle having subcontracts in my proposal?
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- How do I get the subaward(s) issued that are listed in my sponsored project budget?
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- How long should I allow for the initial subrecipient process?
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Support
- For help completing Subrecipient forms, please contact your School or Department Administrator.
- For ________, please contact your PODs Administrator. (TBD)
- For general questions as to this process, please contact your assigned Pre-award Sponsored Projects Administrator/Analyst