Statement of Work: The Statement of Work (SOW) should describe all essential and technical requirements for the effort to be performed, including standards to be used to determine whether the requirements have been met. A well-structured Statement of Work may include an introduction, objectives, scope, tasks, timelines, and deliverables. The deliverables included in the Statement of Work should support the requested contract type.

Budget: The Budget should include detail for salaries and wages, fringe benefits, materials and supplies, equipment, travel, and other direct costs necessary to accomplish the research the Subrecipient is to perform. The submitted budget must meet the requirements of the prime award as well as any sponsor-required approvals align with the Prime award budget, and incorporate the corresponding indirect rate. 

Quick Request Budget Pointers:

• The values listed in the Request must match the values on the submitted budget.
• The “Funded Amount” on the Request is the amount currently allocated and available for
• payment on the Subagreement. 
• The “Subagreement Value” on the Request is the amount that represents the maximum amount (ceiling) of the Subagreement over the entire Period of Performance.
• Before submitting, assess whether the proposed rates (provisional, predetermined, or final) will impact the Subrecipient’s billed cost. 
• Before submitting, double-check that any budgeted salary costs are within sponsor salary caps.

Memo of Selection: The Memo of Selection should detail the criteria for the selection of the proposed subcontractor, and a justification for the use of the Subrecipient. A Memo of Selection Template can be found here. Note: It is the responsibility of the PI/PD to comply with federal procurement requirements in selecting a Subrecipient funded by federal flow-through dollars using a pre-selected set of technical merit and cost objectives.

Cost Price Analysis (Contracts): When required by the sponsor or the solicitation, the PI/PD is required to verify that the costs are reasonable and necessary to carry out the proposed project. A price analysis is an examination of the price proposed by the anticipated subcontractor and an assessment or evaluation as to whether it is fair and reasonable. A cost analysis, however, examines the individual cost elements that compose the total proposed estimated cost. These elements generally include such costs as labor rates, material costs, travel, overhead or indirect rates, a cost-of-money factor, general and administrative expenses (G&A), and a profit or fee. 

Budget Justification (Grants & Cooperative Agreements): The PI is required to verify that the costs are reasonable and necessary to carry out the proposed project.  

Compliance Approvals (If Applicable): Requests should include documentation of applicable approvals (i.e. IACUC, IRB, Export Control, Security Classification).  Note:  charges incurred prior to IACUC or IRB approvals are obtained are unallowable.

Signed Request Form: RI Request Forms must be reviewed and signed by the PD/PI and Department/Center Chair. Consulting Agreement Request Forms must be reviewed and signed by the PD/PI, the Department/Center Chair, and the Dean. GTRI Request Forms must be reviewed and signed by the PD/PI, Lab Director, and if applicable the Lab Director for Prime Sponsor. Consulting Agreement Request Forms must be reviewed and signed by the PD/PI, the Lab, and the GTRI Director.

Consultants: You should verify eligibility prior to engaging and incurring these costs. Things to consider in addition to vendor versus consultant are as follows: security classification of prime, if the individual is a former GIT employee, former DoD employee, and if the individual is considered a foreign national.

If you require assistance with subawards, please reach out to subrecipientmonitoring@osp.gatech.edu or see the Subawards and Consulting Agreements Staff Directory.