Subawards – FAQ

1) What is a subaward?
2) How can I become a subaward on a the Concord Consortium project?
3) What information is found in a subaward agreement?
4) When can a subaward organization invoice for project work?
5) What happens when an agreement needs to be renewed?
6) What other subaward monitoring by the Concord Consortium will occur?
7) Where should subaward documentation be sent?
8) Who at the Concord Consortium addresses project questions from subaward organizations?

1) What is a subaward?

A subaward is an agreement made with a project collaborator who will share a significant portion of the responsibility for the outcome of a given project. The Concord Consortium must select subawards on a competitive basis without unduly compromising the objectives and requirements of the award.

2) How can I become a subaward on a the Concord Consortium project?

The guiding factors in selecting subawards are past performance records, reputation for high-quality and timely work, and demonstrated expertise and experience with the project objectives. The subaward is headed by an investigator who assists with authoring the proposal.

3) What information is found in a subaward agreement?

The Concord Consortium will use its standard Subaward Agreement template to contract with the subawardee for the proposed work. The Concord Consortium’s standard subaward agreement template is based on that provided by the Federal Demonstration Partnership. If it is a multi-year project, the Concord Consortium will contract for one year at a time.

4) When can a subaward organization invoice for project work?

After the subaward agreement is signed by both organizations and after at least a month of work is completed, the subawardee should invoice according to the directions in the agreement; the invoice should be certified by the subawardee’s authorized official that the expenses are appropriate and in accordance with the agreement. Documentation of expenses must be kept on file at the subawardee’s institution. The Concord Consortium may, at any time, request copies of the documentation.

5) What happens when an agreement needs to be renewed?

Upon agreement renewal, the Concord Consortium will require an updated statement of work, budget, and budget justification. The Concord Consortium will check the federal System for Award Management (EPLS) website to ensure the subawardee has not been disbarred from federal work, and the federal Single Audit Clearinghouse (SF-SAC) website for the subawardee’s most recent audit report. If there are any concerns the Concord Consortium will pursue them with the subawardee. If there are no concerns, then the Concord Consortium will issue an amendment to the original agreement.

6) What other subaward monitoring by the Concord Consortium will occur?

In addition to the monitoring actions described previously, the Concord Consortium reserves the right to conduct an audit of its subaward recipients at any time. The subawardee will be asked to provide supporting documentation for an expense item randomly selected from previously submitted invoices.

7) Where should subaward documentation be sent?

Any documentation described here can be sent to 25 Love Lane, Concord, MA, 01742; faxed to 978-405-2076; or emailed to lbuoncuore@concord.org.

8) Who at the Concord Consortium addresses project questions from subaward organizations?

The information found here applies only to the administration of subawards. Questions specific to the project work should be directed to the Concord Consortium project PI.

If you have a question not answered here or need further clarification, please contact Lisa Buoncuore (lbuoncuore@concord.org).