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Grant Submission Process
Subcontracting and Consulting
Subcontracting to Another Entity
There may be a time where you are asked to participate in a proposal with a colleague from a different institution who is applying for a grant. If the joint effort will result in credit to a publication and a significant portion of effort, your work will be categorized as a subcontractor. Most institutions or businesses that are conducting services that are vital to the outcome of the proposed project will be a subcontractor. If you are being asked to contribute your expert opinion for a very limited time, for example, you will be considered a consultant to the project. At no time can you be a consultant if you are using university resources to complete the portion of work assigned to you.
If you are asked to be a subcontractor on a proposal, you must obtain approval to participate from ORSP. This will be treated as a proposal to an external sponsor, most likely a corporation or another university. Before approval can be given, you will need to provide an ORSP approved budget, transmittal form, and a letter of collaboration, signed and generated by the ORSP Director. In some cases, you may also need prime sponsor cover pages completed and signed by the ORSP Director. An ORSP manager will assist you with the creation of budgets and required paperwork for sponsors.
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DON'T FORGET: If you choose to collaborate with another who is a former OHIO employee with a separation date of less than two years, he or she may not act as a consultant. You may, however, subcontract with that person's new institution or company. |
Subcontracting with Another Entity
If you are creating a proposal and wish to use the services of a colleague from a company or another institution you will need to include a subcontract budget with your proposal. In addition, many sponsors require a curriculum vita for each subcontracting senior personnel and completed university/business authorized documents. At OHIO , we require that you provide, at a minimum, a detailed budget, letter of commitment (signed by the authorizing institutional official, not the PI/PD), statement of work and any applicable, endorsed sponsor forms. For more information, consult policy 19.050.
When budgeting for subcontractors, the subcontracting entity must be sure to include their indirect costs as a part of their total budget. Federal rules allow for OHIO , as the lead institution to collect indirect costs on the first $25,000 on the life of each subcontract. These costs are used to defray the costs of managing a subcontractor. Any amount over the $25,000 threshold is not assessed indirect costs.
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TIP: Subcontractors to OHIO need to include their indirect costs as part of their total estimated costs to complete the work assigned. |
Use of Consultants
If you are in need of a service or specialization that cannot be found at Ohio University , you may use a consultant on your project. After an award has been made to OHIO , ORSP managers will work with you to create a legally binding agreement to conduct work on your grant. Please remember that if you are planning on using another OHIO employee, they cannot act as a consultant on your grant. If you are planning on using a former OHIO employee and their separation date from the university is less than two years, they may not be used as consultant, but you may use them as a subcontractor.
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TIP: An Ohio University employee cannot be a consultant on your grant. If their services are needed, they must be budgeted for as an employee, inclusive of all applicable fringe benefits. |
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