Subaward Templates and Tools

All resources are periodically reviewed and updated by the Subawards Subcommittee with the effort and support of its various working groups, with input from the membership. Revised versions are posted to this page as needed.

Questions

For more information, please review the guidance documents and FAQs provided below. Contact the Subawards Subcommittee co-chairs at subawards@thefdp.org for additional assistance.

The FDP makes no representation or warranties regarding the suitability of these templates for use on any federal or non-federal sponsored project. 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.

Subaward Templates

FDP Subaward Templates

Pass-through entities (PTEs) can use these PDF-fillable templates to issue subawards to U.S.-based subrecipient organizations under federally-funded grants and cooperative agreements, subject to the Uniform Guidance. Do not complete templates in your browser. Download first, save the file, then complete.

Subaward Templates

Cost Reimbursement Template – rev. December 2020
Fixed Amount Subaward Template – rev. December 2020

Attachments 3A and 3B (Contact Information for PTE and Subrecipient)

Amendments

Subawards to Foreign/Non-U.S. Organizations

Subawards to Foreign/Non-U.S. Organizations (Samples)

Pass-through entities (PTEs) can use these subaward samples (editable forms, as opposed to templates) to issue subawards to non-U.S.-based subrecipient organizations under federally-funded grants and cooperative agreements, subject to the Uniform Guidance. Do not complete samples in your browser. Download first, save the file, then complete.

Foreign Cost Reimbursement Subaward – rev. February 2021
Foreign Fixed Amount Subaward – rev. September 2017

Subcontracts

Subcontracts (samples)

Pass-through entities (PTEs) can use the subcontract sample (an editable form, as opposed to a template) to issue subcontracts to either U.S. or non-U.S.-based subrecipient organizations under federally-funded contracts, subject to the Federal Acquisition Regulations (FAR). These samples download as Microsoft Word documents.

Subcontract/Subaward Under a Federal Contract – rev. August 2019
Amendment to a Subcontract/Subaward Under a Federal Contract – rev. August 2019

Clinical Research Subawards

Pass-through entities (PTEs) can use this subaward sample (Attachment 2B is an editable form, as opposed to a template) to issue subawards for clinical research or clinical trials using a fixed-rate/per subject payment schedule, funded by NIH. The Fixed-Rate Clinical Research Subaward is a PDF template, while Attachment 2B is a customizable Microsoft Word document. Download first, save, and complete. Do not complete in your browser.

Fixed Rate Clinical Research Subaward – rev. December 2020
Attachment 2B Fixed Rate Clinical Research Subaward – rev. December 2020

Subawards: Optional Attachments

Pass-through entities can include these optional attachments in subawards for various circumstances.

Attachment 7 – Human Subjects Data Transfer and Use Terms

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

Attachment 7: Human Subject Data Transfer and Use Terms – rev. April 2022
User Guide for Attachment 7 – rev. February 2021, contains step-by-step guidance
Summary Overlay of FDP DTUA and Attachment 7 (crosswalk) – February 2021, Compares the location and difference in terms between Attachment 7 and the Data Transfer and Use Agreement (DTUA), including explanations.
FAQs: Attachment 7 Pilot – October 2020
FDP Subaward Template Attachment 7 Pilot Feedback Questionnaire – 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.
Subaward Attachment 7 Webinar Training – conducted January 2021. Go to the third section of the webinar, beginning at 1:03:21.

Subrecipient Monitoring & Other Assessment Tools

Subrecipient Monitoring and Other Assessment Tools

Tools intended to streamline monitoring and make assessments. Includes the Risk Assessment Questionnaire (RAQ), Continuing Assessment Tool (CAT), and other tools.

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) – August 2016
Subrecipient vs Contractor Checklist (PDF version) – August 2016, used to conduct and document streamlined assessments of relationships with potential collaborators.
Subrecipient vs. Contractor Checklist (Excel version) – August 2016

FAQs and General Guidance

General guidance on the use of FDP’s subaward templates and samples

FAQs for FDP Subaward Templates and Samples – version 8, March 2021. Includes carryover guidance as an appendix, and guidance on foreign subrecipients.
Significant Changes to FAQs version 8 – March 2021. Describes the changes from Version 7 to Version 8 of the Guidance Document.
Guidance and FAQs on FDP Fixed-Rate Clinical Research Sample – November 2019
FDP Subcontract Sample Guidance Document – March 2021
Subaward User Guide with Step-by-Step Guidance – March 2021
Modification User Guide with Step-by-Step Guidance – December 2020
Sample Force Majeure Language and Information – April 2020, generated to help institutions to discuss potential subaward language in light of the COVID-19 pandemic.

Supporting Documentation

Resources for institutions concerning the FDP’s templates and tools.

Subaward Template Field Crosswalk (Excel) – February 2022, 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.
FDP Template Change Request Form – 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.
Guidance on Subaward Templates Content Change Requests – July 2018

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