Outgoing Subagreements: Subawards and Subcontracts at Florida International University
Overview
A subaward, sometimes referred to as a subrecipient is issued when Florida International University (FIU) collaborates with another organization to carry out a portion of a sponsored project’s scope of work. Under a subaward, the subrecipient performs a substantive programmatic portion of the project and is responsible for complying with applicable sponsor requirements.
FIU has developed comprehensive policies and procedures pertaining to the development and management of subcontracts: Subcontract Preparation and Payment to Subcontractors of Sponsored Projects #2350.090.
The Office of Sponsored Research & Economic Development (ORED) is responsible for the review, drafting, negotiation, issuance, and execution of subawards on behalf of FIU.
Subaward Lifecycle
What is a Subaward?
A subaward is used when another institution or organization:
- Performs a portion of the programmatic work under the sponsored project;
- Has responsibility for project decision-making and technical performance;
- Uses its own personnel, facilities, and resources to carry out part of the project; and
- Is responsible for complying with sponsor requirements applicable to its portion of the work.
Examples of subrecipients may include:
- Universities
- Research institutions
- Non-profit organizations
- Hospitals
- Industry partners
Subawards are different from vendor or consultant agreements, which are generally used for routine goods or services.
If there is uncertainty as to whether an entity should be treated as a subrecipient or contractor/vendor, departments may use the: FIU Subrecipient vs. Contractor Checklist
Making the correct determination at the proposal stage ensures the appropriate classification (subaward vs. vendor) from the start. Misclassification can lead to post-award financial impacts, particularly in how F&A is applied (e.g., only the first $25K of subawards vs. the full amount of vendor costs).
Initiating a Subaward Request (367.pdf)
A completed Subaward Request Form is required to initiate all subaward actions, including:
- New subawards
- Subaward modifications
- No-cost extensions
- Funding amendments
- Other changes to an existing subaward
Completed request forms and supporting documentation should be submitted to:
Incomplete requests may delay processing.
Subrecipients should complete the following prior to subaward execution:
Entity Registration & Financial Compliance
- Active gov registration with valid UEI
- Most recent Single Audit Report or Audited Financial Statement
- Indirect Cost Rate Agreement (NICRA) or applicable rate confirmation
Regulatory Approvals (if applicable)
- IRB approval (Human Subjects)
- IACUC approval (Animal Subjects)
- IBC approval (biohazards materials)
Annual / Ongoing Requirements
- Maintain active gov registration (UEI)
- Provide updated Single Audit Report or Certification
FIU Subaward Process Overview
Subaward Closeout
- The subrecipient submits the final invoice in accordance with the terms of the subaward agreement
- The Principal Investigator (PI) reviews and approves the final invoice once all required deliverables and final reports have been received
- The Subaward Closeout Form is collected from the subrecipient
- All applicable closeout requirements flow down from the prime award and must be completed
Important Reminders
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Need Assistance?
For questions related to subawards, please contact: oredagreements@fiu.edu
