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Letter of Commitment Forms for Subrecipients
- Subrecipient Statement of Collaborative Intent/Letter of Commitment. (We will transition to this form on January 6, 2020. For now, you can use either.)
Characteristics of a Subrecipient
- Collaborator/Key Personnel
- Co-principal investigator at the subrecipient institution;
- Share or be responsible for programmatic decision making;
- Co-authors or writes the study protocol;
- Independently responsible for ensuring a portion of the SOW is completed;
- May determine who is eligible to participate in the federal program;
- Has performance measured against objectives of a Federal program.
Instrument used: Subaward
Characteristics of a Contractor
(formerly called Vendor prior to the Uniform Guidance and called a Supplier in M-Pathways)
- U-M works with Contractors* in a Vendor/Supplier relationship;
- “Work for Hire”
- Intellectual property belongs to purchaser
- Warranties on deliverables;
- Offers products or services commercially to all;
- Provides goods and services within normal business operations;
- Operate in a competitive environment;
Instrument used: PO or Hybrid PO
Characteristics of a Hybrid
- Does not offer services commercially;
- Provides services necessary to conducting the study; however, they could be done by others: the services are substitutable.
- Investigator provides support to the study, but in role as adviser;
- The Federal government considers these relationships procurement transactions.
Instrument used: Hybrid PO
The Office of Contract Administration in Finance - Sponsored Programs handles Subawards, including Hybrid Agreements.
Subaward, Hybrid Purchase Order, or Purchase Order?
Why understand the difference?
To avoid budget shortfalls and non-compliance with sponsor requirements.
- In this set of three videos, Dennis Poszywak, Procurement Subcontract Administrator of U-M, helps unpack the definitions, budget implications and scenarios.
- Download Handout for Subaward / Hybrid / PO Video
For questions regarding whether the collaboration involves a subrecipient, contractor, or hybrid agreement, please contact the Office of Contract Administration (OCA) at email@example.com.
The procedure to obtain a subaward/subcontract or a hybrid PO from Office of Contract Administration begins in eResearch Proposal Management (eRPM). For full system instructions:
Note: If an existing PAF (in a non-Active state) that includes a subcontract requires editing you will also need to follow the Subcontract process outlined above to complete the Subcontract worksheet and re-route the PAF for unit or ORSP approval
To add a NEW subcontract to an awarded project, start the process from the Subcontracts tab in eRPM.
To change an active subcontract (e.g., extend funding, update investigators, initiate an early close):
Letter of Commitment / Subrecipient Statement of Collaborative Intent
A completed Subrecipient Form (see options below) is required when requesting a subcontract if the sponsor of the PAF/parent project follows the PHS financial conflict of interest (FCOI) regulation. Use the template below to collect the information from the subrecipient institution that U-M needs to establish the subcontract, including their COI Policy Certification option.
Please note, we are participating in the Federal Demonstration Partnership (FDP) Clearinghouse where you can look up subrecipient information. Check that first.
Current/Old Forms (to be phased out January 6, 2020):
- 1. Letter of Commitment to Establish a Subrecipient Agreement
Non-U-M Affiliate Disclosure Form
- 2. Letter of Commitment to Establish Subrecipient, where U-M is Subrecipient
Used when U-M is the subrecipient, and the institution making the subcontract needs information about U-M but doesn't have their own institutional forms. Note: you can use this template to establish a subcontract on a project with any sponsor, but the COI Policy Certification may not apply.
- 3. Subrecipient Statement of Collaborative Intent/Letter of Commitment. (Note: We will transition to this form on January 6, 2020. For now, you can use either this or the soon-to-be-retired Letter of Commitment forms.)
If the project sponsor follows the PHS FCOI regulation and the subrecipient institution elected that U-M review for potential FCOI in the Letter of Commitment, each subrecipient investigator must disclose outside interests to U-M prior to subcontract activation. Use the "Non-U-M Affiliate Disclosure Form" below to obtain completed disclosures.
Cost/Price Analysis for Federal Contracts
If the project is funded under a federal contract, then additional Cost/Price Analysis information is needed.
References and Resources
Office of Contract Administration
The University of Michigan
5000 Wolverine Tower
3003 South State Street
Ann Arbor, MI 48109-1273
Fax: (734) 647-1932
Manager: Peter J. Gerard (734) 763-3194 or firstname.lastname@example.org