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.
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FDP Subaward Templates. Recommended use: domestic academic/non-profit institutions under federally funded grants or cooperative agreements. |
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Comments |
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April 2022 |
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 and Sept '21 update to add a reference to UEI to 3B. |
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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. **Updated June to change to shrink to fit text. |
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Foreign Subaward Samples. Recommended use: foreign institutions under federally funded grants or cooperative agreements. |
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Foreign Subaward Sample Cost Reimbursable
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March 2022 |
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 |
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Subcontract Sample. Recommended use: subcontracting under a federal contract (or with some revision, a non-federal agreement). |
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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. |
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Clinical Trial Sample. Recommended Use: NIH-funded clinical trials with subrecipients receiving a fixed rate (per subject payment schedule). |
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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. Sept '21 update to add a reference to UEI to 3B. |
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Attachment 2B (Word) |
December 2020 |
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Resource |
Version Date |
Comments |
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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 |
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February 2021 |
Provides step-by-step guidance to completing Attachment 7. |
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February 2021 |
Compares the location and difference in terms between Attachment 7 and the DTUA, including explanations. |
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October 2020 |
Provides guidance specific to using the PILOT Attachment 7 DTUA terms. |
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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. |
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January 2021 |
Go to the third section of the webinar, beginning at 1:03:21. |
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Version Date |
Comments |
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March 2021
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Includes carryover guidance as an appendix. Now includes guidance on foreign subrecipients. **updated June to fix broken link. |
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March 2021 |
Describes the changes from Version 7 to Version 8 of the Guidance Document. |
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| 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. |
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Version Date |
Comments |
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June 2015 |
Optional for subrecipients without their own invoicing templates. May be modified as necessary. |
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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. |
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Continuing Assessment Tool (CAT) with Guidance and Regulatory Backup |
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August 2016 |
Used to conduct and document streamlined assessments of relationships with potential collaborators. |
| April 2020 |
Generated to help institutions to discuss potential subaward language in light of the COVID-19 pandemic. |
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December 2020 March 2021 |
Provides step-by-step guidance to completing the subaward cost reimbursement agreement and modification templates. |
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Resource |
Version Date |
Comments |
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December 2020 |
Documents major changes from 2019 to 2020 subaward templates. |
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November 2018 |
Documents major changes from 2015 to the current, interim fixed-rate clinical research sample. |
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February 2022 |
Outlines field names, locations, and uses for all of the data fields in the various subaward templates. *minor update Feb 2022 consistent with 3B changes |
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| 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. |
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January 2021 |
Recording of training on how to use the templates; major updates; and use of Attachment 7 Human Subjects Data Use. |
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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. |
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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. |
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FDP Template Change Request Form
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Committee |
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Data Stewardship Subcommittee |
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FDP Expanded Clearinghouse (Resources include a sample LOI) |