Where do I find………?

I. ORA Subcontracting Manual

II. Subaward Forms & Resources: 

A. Proposal and Subaward Request Resources

  1. Subaward Commitment Form (Send to all proposed Subrecipients except University System of Maryland institutions and Subrecipient organizations shown on the FDP Expanded Clearinghouse Pilot List (See Item 2 below).
  2. Pilot Subrecipient Letter of Intent Form to be completed by any proposed Subrecipient institution found on the FDP Expanded Clearinghouse Pilot list (I or II) located at -OR- to be completed by UMD when a subawardee on a proposal submitted to one of the institutions in the Pilot.
  3. MPowering Letter of Commitment and related MPower forms (UM Baltimore Sub only)
  4. “Welcome Packet” (Send to all Foreign, For Profit, and Non-Profits organizations. Generally not needed by U.S. non- profit educational institutions).
  5. Managing Externally Funded Sponsored Programs: A Guide to Effective Management Practices (March 2016) (Guide to management of federal awards published by the Council on Governmental Relations (COGR).
  6. Foreign Fixed Price Subaward Justification (Federal Prime Sponsor)
  7. Subaward Request Form (Use to request “new” Subaward) and Line by Line instructions
  8. Subaward Time Chart (Estimating time required to issue a “new” Subaward)
  9. PHS-FCOI (Financial Conflict of Interest) Resources for Subrecipients
  10. Subcontractor vs Vendor vs Consultant (Distinguishing factors)

B. Subrecipient Monitoring Forms (used throughout the period of performance)

  1. Subaward Invoice Checklist (check incoming invoices)
  2. Subaward Modification Request Form (Use for changes to existing Subaward)

C. Closeout Forms (Final clearance by PI upon expiration of Subaward)

  1. Subaward Invoice Checklist (for Final Invoice)
  2. Subaward Closeout Certification-Principal Investigator (Send completed forms to

III. Additional Subaward Resources related to:

A. Name of Subaward Administrator assigned to my department:

B. Instructions for determining if Subrecipient has to be SMOCR’d before issuing:

  • Open Coeus main screen; Click on “Maintain” tab at top; Click on “Subcontract”
  • Type partial Subaward Name (* __*)
  • If “no rows found” Subaward will undergo Subrecipient Monitoring and Oversight Committee Review (SMOCR) prior to issuance.

C. Compliance Information re: IRB/IACUC/RCR/IRBNet/Citi Training

D. Copies of all completed subaward actions in Coeus Subaward Module

  • Open “Coeus” main screen; Click on “Maintain” tab at top of screen
  • lick on “Awards” tab; Enter “Account Number”; Hit “Enter”
  • Click on Blue Line matching award
  • Click on “Subcontracts” tab at top of award screen
  • Click on selected Subaward at bottom of screen; Click on “Amount Info”
  • Open .pdf file on left

Estimated Processing Time to Issue New Subaward

Below is the estimated processing time for a “new” Subaward Request Form based on each of four factors shown in the boxes below. In scoring each Subward request, those with more complicating factors will earn more points and will take longer to issue than those Subawards which involve fewer complicating factors. Subaward Administrators will prioritize “New” Subward Requests over Subaward Modification Requests in order to meet the targeted timelines. Departments should submit Subaward Requests immediately after receipt of a new award in order to allow the maximum amount of lead time to deal with any required clearances.

Subaward Requests totaling 4 – 6 points = One to two weeks to issue
Subaward Requests totaling 7 – 9 points = Three to five weeks to issue
Subaward Requests totaling 10 – 12 points = Six to eight weeks to issue

Quality/Completeness of Documentation

1 – All back-up documentation for proposal (correct Sub Request Form Information, cost share, budget, statement of work, budget justification, and authorized signature) is accurate and available at the time the Subaward is requested AND funding has been received from sponsor.

2 – Some back-up documentation is missing, incomplete, or inaccurate.

3- Little or no accurate or complete back-up documentation is available at time Subaward is requested OR funding from sponsor

Type of Subaward to be issued

1 – Subgrant to Non-profit entity under FDP Prime Award

2 - Long Form Subaward to Non-profit entity (Prime award is a contract, cooperative agreement, foundation award, or other Non-FDP award instrument)

3 – Long Form Subcontract to Commercial entity

Special Review Required

Categories of “Special Review” include: SMOCR/IRB/IACUC/FCOI/Export Control

1 – No Special Review required

2 – One or more special reviews required (not including SMOCR)

3 – SMOCR review required alone or with other reviews

Foreign vs Domestic Subrecipient

1 – Domestic Non-Profit entity

2 – Domestic For-Profit entity

3 – Foreign entity (Non-Profit or For-Profit)

PHS-FCOI Resources for Subrecipients

Resources for subrecipients regarding Public Health Services (PHS) “Financial Conflict of Interest (FCOI) policy" (2011 Revised Regulations) effective as of August 24, 2012

A. The new Public Health Service FCOI regulations may be found at:

B. Frequently Asked Questions regarding “Responsibility of Applicants for Promoting Objectivity in Research for which PHS Funding is Sought (42 CFR Park 50 Subpart F) (2011 Revised Regulations):

C. Checklist for Policy Development related to the 2011 Revised Financial Conflict of Interest (FCOI) Regulation:

D. FDP “Model Financial Conflict of Interest Policy” (for potential adoption by Subrecipients who do not yet have an internal FCOI policy in place):

E. Information regarding completion of the PHS-FCOI CITI Training Modules by Subrecipient organizations whose PHS Subaward is governed by the University of Maryland FCOI policy:
     For CITI Training, look under “Required Training.”
     For IRB-Net Registration and Disclosures, look under “FCOI Disclosure Submission.”

F. Questions regarding use of the University of Maryland IRBNet system by Subrecipient organizations under a PHS Subaward should be directed to:
    Joe Smith ( (301-405-0678)

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