5.2 Requesting a Subaward

Policy No: RESEARCH 5.2
Type of Policy: Administrative
Effective Date: May 2013    
Last Revised: May 2013

Policy Owner: OSP
Policy Contact: Duane Hutchison, Executive Director, duane.hutchison@osp.gatech.edu

1. Reason for Policy

A SubAgreement may be required if part of the research effort under a grant or contract is to be performed by an outside organization or institution.

2. Policy Statement

Subcontracts should be set up as soon as possible after the receipt of an award. To initiate one, you or an authorized representative will need to make a request for subcontract agreement using Georgia Tech’s web-based OSP Contract System - https://webwise.gtri.gatech.edu/osp/sub/sitemap

Upon final submission through the on-line system you will need to forward a signed copy of the request form to OSP. A notification of acceptance, as well as other progress notifications will be sent via the ICOL system. Upon receipt of the returned subcontracts, an agreement will be issued to the subcontractor against which project-related costs may be billed. The Principal Investigator will be responsible for monitoring the technical performance of the subcontractor, verifying that required cost-sharing is properly documented and approving the invoices for payment. Please notify a contracting officer in OSP’s Subagreement Division promptly with any questions or concerns. A request for modification will be needed in order to add additional funds or time to the existing subcontract.

3. Scope

This policy applies to all Georgia Tech Faculty and Staff.

4. Procedures

4.1 Requesting a Subaward
As part of the on-line “Request for a Sub-Agreement” process you will want to have the following information ready:
On-line “Request for a Sub-Agreement”
  1. Visit OSP Contract System - https://webwise.gtri.gatech.edu/osp/sub/sitemap
  2. Use your GT Kerberos Password or GTRI credentials to access the system.
  3. From the Subagreement site map click on “make a request for new subagreement”
  4. Query on the fund # you wish to issue the subcontract/consulting agreement under.
  5. After completing the required fields, “Submit to OSP”
  6. Print request form for signature
  7. FAX or e-mail signed copy of the request form to OSP. FAX (404)385-0864

 

5. Responsibilities

5.1 Principal Investigators

The Principal Investigator will be responsible for providing oversight of the subcontract including:

  • monitoring the technical performance of the subcontractor,
  • verifying that required cost-sharing is properly documented,
  • and approving the invoices for payment.

6. Policy History

Revision Date Author Description
01-02-2014 GTRC-IE Rev 1.0