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Subcontractor Process

Obtaining A Subcontractor

Federal Agencies require the same information from the subcontractor's PI as is required from the lead institution's PI. Each subcontract should be properly identified in your proposed budget prior to submission to the agency. NCA&T will access overhead on the 1st $25,000 of each subcontract, if applicable. When subcontracts are involved, it is important to allow additional time for processing paperwork at the sub-recipient's home institution, which includes an authorized signature.

If the PI is awarded by the agency, the following items must be submitted to the Division of Research to assist OSP in preparing the agreement. If the Subcontractor/Consultant was not in the original award, the PI must submit a request to OSP to be forwarded to the agency which requests approval for the subcontractor.

1. Subcontractor/Consultant's Statement of Work
2. Subcontractor/Consultant's Detailed Budget and Budget Justification
3. Bio of Key Personnel
4. Authorization for Lecturer, Contractual, and Other Personal Services form must be submitted for obtaining Consultants
5. Consultants must provide a resume to show experience

The Grants Administrator will complete a Subcontract Agreement and forward to the subcontractor for review and signature. If no negotiations are required, the subcontractor will return a copy of the fully executed document agreement. The Grants Administrator will prepare a profile and forward to Contracts and Grants with a copy to the PI.

Terminating A Subcontractor

Should it become necessary to terminate a subcontract which has been established between NCA&T and another university, the PI should follow the steps below and provide information to the Office of Sponsored Programs.

• Request line item balances from your accountant in Contracts & Grant
• Provide memo stating the reason for termination of the subcontractor
• State propose revision to statement of work to be originally completed by subcontractor
• Provide qualifications for recommended person to complete the revised statement of work
• Provide copy of bio for person who is being recommended
• Submit revised budget

The Office of Sponsored Program must then forward this information to the agency for consideration.  If agency approval is received, the Grants Administrator will process any authorized changes via a modification to terminate the subcontractor, generate an updated profile to Contracts & Grants, and note the file.

Division of Research & Economic Development, North Carolina A&T State University,
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