Subaward Forms

 
Subaward Templates, Samples, Tools & Resources: Overview

The FDP Subaward templates included below were designed to expedite and streamline federal subaward review among FDP member institutions.  However, non-FDP members institutions may also use the templates. The templates are considered an ongoing FDP demonstration. Workgroups monitor federal developments and make necessary updates (see our committee page for more information). The templates are not meant to be edited.

Please keep in mind, however, that the FDP makes no representation or warranties regarding the suitability of these templates for use on any federal or non-federal sponsored projects. The pass-through entity (PTE) is responsible for ensuring all required terms and conditions flow down to a subrecipient.  All users utilize these templates at their own risk.

The most recent version of the Research Terms & Conditions (RTC), which apply to research awards from a number of federal funding agencies, were approved in 2017. The RTCs are incorporated into the FDP Subaward templates and are also hosted by the NSF for all federal participating agencies here: https://www.nsf.gov/awards/managing/rtc.jsp

All templates, samples, tools, and resources are reviewed and updated, as needed, through the efforts of various working groups. Revised versions will be posted to this page in September, or as needed to address changes in Federal requirements. Please check here for the most recent versions before using the templates.

For more information, please review the guidance documents and FAQs provided below. If you cannot find the relevant information, please contact the Subawards Subcommittee co-chairs at subawards@thefdp.org.
 

TEMPLATES & SAMPLES

FDP Subaward Templates. Recommended use: domestic academic/non-profit institutions under federally funded grants or cooperative agreements.

Resource

Version Date

Comments

Cost Reimbursable Template

   December 2020

This 2020 release implements updates as required by changes to Uniform Guidance, as outlined and detailed in the crosswalk and major changes documents, both of which are located below in the supporting documents section of this page.

*Jan '21 minor update to fix link

Fixed Amount Template

Attachment 3B; Page 1 and Page 2 

Attachment 3A

   

 

Bilateral Subaward Amendment Free Text Only

Bilateral Subaward Amendment Template with pre-set options and text

December 2020

 This 2020 release updates several fields, as outlined and detailed in the crosswalk and major changes documents, both of which are located below in the supporting documents section of this page.

The bilateral amendment with pre-set options and text is designed for institutions to either have more consistency in amendment language and/or making it easier to program amendments into an online system.

Unilateral Subaward Amendment Template 

Foreign Subaward Samples. Recommended use: foreign institutions under federally funded grants or cooperative agreements.

Foreign Subaward Sample Cost Reimbursable 

 

February 2021

Please note that these samples should be revised according to your institution's policies and in accordance with the needs and location of the research project, etc. We strongly advise consultation with the appropriate institutional officials to ensure any subaward meets institutional, sponsor and project requirements.

This 2020 release updates several fields, as outlined and detailed in the crosswalk and major changes documents, both of which are located below in the supporting documents section of this page.

*Feb '21 minor update to remove Mexico City Policy

Foreign Subaward Sample Fixed Price 

Subcontract SampleRecommended use: subcontracting under a federal contract (or with some revision, a non-federal agreement).

Subcontract Sample

August 2019

Please note that these boilerplate samples may be revised according to your institution’s policies and in accordance with the terms of the federal contract, the organization type of the subcontractor and any project-specific requirements.

Subcontract Amendment Template

Clinical Trial Sample.  Recommended Use: NIH-funded clinical trials with subrecipients receiving a fixed rate (per subject payment schedule).

 

 

This subaward sample has been created to assist in issuing fixed-rate subawards to enrolling sites under NIH-funded clinical trials/clinical research. Please note, this sample should be modified only if necessary according to your NIH award.

The PDF template has been updated in 2020, Attachment 2B has not been changed.

Changes should only be made to Attachment 2B, which is provided as a Word document to facilitate revision and negotiation with clinical research sites.


Fixed-Rate Clinical Research Subaward Sample - NIH (PDF)

Attachment 2B (Word)

December 2020

ATTACHMENT 7

Resource

Version Date

Comments

Attachment 7 Humans Subjects Data Transfer PILOT

January 2020

Attachment 7 is a PILOT developed in coordination with the FDP data stewardship subcommittee. 

FDP members are NOT required to use or accept Attachment 7 in their subawards

User Guide

February 2021

Provides step-by-step guidance to completing Attachment 7.

Crosswalk with DTUA

February 2021

Compares the location and difference in terms between Attachment 7 and the DTUA, including explanations.

Guidance

October 2020

Provides guidance specific to using the PILOT Attachment 7 DTUA terms.

Survey

February 2021

We ask members to complete the survey routinely, perhaps utilizing your best and worst outcome for a particular month.  We would especially ask that you set up a calendar reminder with a link to the survey in your calendar to help us gather a critical mass of data from a variety of institutions.

Webinar Training

January 2021

Go to the third section of the webinar, beginning at 1:03:21.

 

GUIDANCE

Resource

Version Date

Comments

FAQs and Template Guidance V8

March 2021

 

 

Includes carryover guidance as an appendix.  Now includes guidance on foreign subrecipients.

Guidance Crosswalk

March 2021

Describes the changes from Version 7 to Version 8 of the Guidance Document.

Clinical Research Sample Guidance November 2019 Provides guidance specific to using the clinical research sample.
Subcontract Sample Guidance March 2021 Provides guidance specific to using the subcontract sample.

TOOLS

Resource

Version Date

Comments

Sample Invoice Template

June 2015

Optional for subrecipients without their own invoicing templates. May be modified as necessary.

Risk Assessment Questionnaire (RAQ) combined with Continuing Assessment Tool (CAT)

August 2016

Conducts streamlined risk assessments at the institution and project levels for new and ongoing subawards.

Continuing Assessment Tool (CAT) with Guidance and Regulatory Backup

Subrecipient vs Contractor Checklist PDF Version

Subrecipient vs Contractor Checklist Excel Version

August 2016

Used to conduct and document streamlined assessments of relationships with potential collaborators.

Sample Force Majeure Language and Information

 April 2020

 Generated to help institutions to discuss potential subaward language in light of the COVID-19 pandemic.

Modification User Guide

Subaward User Guide

December 2020

March 2021

Provides step-by-step guidance to completing the subaward cost reimbursement agreement and modification templates.

SUPPORTING DOCUMENTATION

Resource

Version Date

Comments

Major Changes Document: Subaward

December 2020

Documents major changes from 2019 to 2020 subaward templates.

Major Changes Document: Clinical Trial

November 2018

Documents major changes from 2015 to the current, interim fixed-rate clinical research sample. 

Subaward Template Field Crosswalk

December 2020

Outlines field names, locations, and uses for all of the data fields in the various subaward templates.

Subaward Template Guidance Chart September 2019 This chart may be utilized by institutions to facilitate a decision on which templates to use based on award type and scope of work of subrecipient.  

Webinar 

  January 2021

Recording of training on how to use the templates; major updates; and use of Attachment 7 Human Subjects Data Use.

Checklist of Additional Terms and Conditions to be Considered for Foreign Subawards

June 2015

Checklist of additional terms and conditions that institutions may want to include on subawards to foreign entities.

Guidance for Change Requests

July 2018

Please use the form and guidance to request a substantive change to the FDP subaward subcommittee. This form will help the co-chairs work through the points raised and help to determine how to bring forward to FDP members. If you notice any typos in the subaward template, please email the co-chairs at: subawards@thefdp.org

eRA: Please contact Amanda Humphrey: a.humphrey@northeastern.edu if you experience any issues with loading these templates into your systems. 

FDP Template Change Request Form

 

RELATED FDP COMMITTEES & RESOURCES

Resource

Committee

Data Use and Transfer Agreement Templates and Guidance

Data Stewardship Subcommittee

FDP Expanded Clearinghouse

FDP Expanded Clearinghouse (Resources include a sample LOI)