More and more, UW faculty are engaged with their peers at other institutions in the performance of a research project. Indeed, sometimes this may even improve their chances of competing successfully for grant and contract support. What should faculty do to ensure this process goes smoothly? The answers lie in the newly published Grants Information Memorandum (GIM) 7 Subcontracts for Sponsored Programs.

The Subcontract is a special type of agreement. Typically, it buys the time of other researchers, plus their supplies, travel, and indirect costs in their institution. On the other hand, a purchase order is used for the more straightforward acquisition of goods and services by a commercial vendor.

If a UW PI or researcher contemplates a collaborative relationship, one should be sure to obtain a proposal (at least a work scope and detailed budget) from that institution to include in the overall UW proposal. This will serve not only to satisfy UW requirements but will show the sponsor that the overall research plan is well organized, thereby increasing the chances for success. The Subcontractor's proposal must be signed by their authorizing official, typically a grant and contract official, in order to ensure that it meets that institution's requirements as well.

Occasionally, the need for a Subcontractor's collaboration develops after an award has been made to the UW. Under those circumstances, most sponsor policies require that the UW obtain sponsor approval of the Subcontract before it is entered into. Such requests originate with the PI (in written form) and must be cosigned by the Director of Grant and Contract Services (GCS), then forwarded to the sponsor for final review and approval.

After the grant or contract award is received at UW, and a budget number is assigned by GCA, the UW PI should then contact the local administrative support personnel and ask that a Purchase Requisition (PR) be prepared. GCS will receive a copy of that PR and will then contact the collaborating organization for negotiation of the Subcontract.

"Many times, faculty are excited about receiving the new grant and forget about the administrative necessities of transferring the fund," states Michael Blackwell, Subcontract Administrator. "I strong encourage faculty to make sure this is done immediately after they are assigned the award account number by GCA," Blackwell adds. "We want both institutions (or several if that is the case) to start the research project at the same time as UW," he said.

Further guidance on Subcontracting at UW, including those cases where UW is a Subcontractor in another institution's prime application, may be found in the new GIM 7.