SAMPLE MESSAGE TO SUBAWARDEES REGARDING USE OF SUBAWARDS.COM
This is a sample message written from the perspective of a UTHSCSA PI to be sent to his/her faculty collaborator for an NIH grant. Edit as needed if the message will go to/from other departmental staff on behalf of investigators and/or the primary sponsor is not NIH.
Hello,
As you know, I am submitting a grant proposal to NIH and will include a subaward to you/your institution. My institution uses a system called Cayuse to submit our federal grant proposals, and at this time, I would ask that you create your subaward proposal in a format that is compatible with our system. This will save us both from filling out multiple budgets/forms in different formats and cut down on the possibility of data entry errors that may be detrimental to the overall project.
To do this, you will visit http://www.subawards.com and register for a free account. You can then enter information about you, your institution, and your involvement in the project. You will create a new subaward proposal, which will consist of three forms:
· Performance Sites
· Senior/Key Personnel
· SF424RR Detailed Budget
These forms will look exactly the same as what you are accustomed to seeing in the Adobe-based application packages that you use for your own federal grant submissions. You will enter all the necessary information about your institution, your personnel on the project (to include uploading biosketches), and your budget. The budget form has many automatic features for ease of use, including the ability to enter data into one budget period and then replicate/escalate into future budget years, as well as automatic F&A calculation.
In addition to these forms within the subaward proposal, my institution will also require the following from you:
· Signature Page signed by your organization’s institutional official
o If your institution is participating in the FDP Expanded Clearinghouse Pilot, use http://research.uthscsa.edu/osp/forms/fdpsubform.pdf
o If your institution is not participating in this Pilot, use http://research.uthscsa.edu/osp/forms/subform.pdf.
· Statement of Work for your involvement on the project
Please consult your sponsored projects office if you unsure which signature page to use. Likewise, if you are not a Pilot Participant, I will also need a copy of your institution’s F&A Rate Agreement, if you are requesting F&A in your budget.
These additional items can be uploaded into your subaward proposal under the “documents” section of the proposal summary.
Once completed, you will click the “Export Subaward” icon. You will be prompted to save the file on your computer, as a “.cayuse” file type. You will then need to email that file to me so I can import your information into my proposal.
You can also “print” a PDF file of your subaward proposal to save for your own reference and/or to use for your internal proofing, routing and approval. This is available for your convenience, but please note that I will need the “.cayuse” file for importing into my proposal.
For your reference, here is a link to the subaward.com user’s guide: http://www.subawards.com/Subawards_com_User_Guide_April08.pdf. The guide is a mere 6 pages and is extremely helpful. You can also find frequently asked questions at http://www.subawards.com/support-faq.php and additional subawards.com support at http://www.subawards.com/support.php.
If you have questions about using subawards.com, my normal OSP proposal reviewer can assist you. I will need to receive all of your subaward information at least three business days before my submission deadline in order to meet my OSP’s internal review deadline.
I look forward to receiving your subaward proposal.