Subawards – USC Department of Contracts and Grant

Outgoing Subawards

Outgoing subawards are appropriate when another institution is independently performing a significant portion of the awarded scope of work. Principal Investigators can establish subawards to collaborate with external partner institutions on research projects. DCG’s Subcontract Team supports the review, drafting, negotiation and execution of outgoing subaward agreements.

Below is guidance on determining if a subaward is appropriate, how to establish and amend subaward agreements, and PI requirements for monitoring subrecipients.

Outgoing Subawards

Use the pages below to find guidance on defining subawards, proposal-stage requirements, setting up or modifying an outgoing subaward, and monitoring subrecipients.

Defining Subawards

Outgoing subawards are appropriate when another institution is independently performing a significant portion of the awarded scope of work.

Defining Subawards →

Outgoing Subawards at Proposal Stage

When USC submits a proposal with subawards, we are submitting scopes and budgets on behalf of another institution and USC must ensure that the authorized representative of the Subawardee Institution has approved the submission and the submission is consistent with sponsor guidelines. In order to ensure this, a Subaward Proposal Package is required for each named subawardee prior to submission of the Proposal.

Outgoing Subawards at Proposal Stage →

Setting Up and Modifying Outgoing Subawards

Once an award or modification has been fully executed by DCG and is active in USC’s systems, the PI/Department Administrators can initiate the request for DCG to issue a new subaward or subaward modification, as appropriate. Please ensuring that all sponsor approvals required for issuing the subaward or subaward modification are secured before making the request to DCG. Should prior approval be needed please consult with your DCG Officer.

Setting Up and Modifying Outgoing Subawards →

Monitoring of Subawards

The Principal Investigator (PI), plays a crucial role in managing and overseeing outbound subcontracts to ensure compliance and successful project outcomes. The diligent oversight by the PI and department administrators is essential for the successful execution of project goals and the integrity of the research process.

Monitoring of Subawards →

How to ensure appropriate monitoring of outgoing subcontracts?

PI responsibilities include:

Approval and Documentation: Ensure you have Sponsor approval prior to requesting a subcontract be issued and if not work with your DCG Officer to get approval prior to placing a request in Workday. Also ensure all information in workday including subcontractor scopes of works and budgets, requested time period and funding levels are correct according to institutional policies and funding agency requirements.
Monitoring Performance: Regularly monitor subcontractor performance to ensure that deliverables and milestones are met in accordance with the project’s scope and schedule.
Budget Management: Carefully review subcontractor invoices and deliverables to oversee budgets and expenditures, ensuring they align with the approved project budget and addressing any issues promptly.
Compliance Assurance: Ensure subcontractors comply with all relevant regulations, including those related to ethics, safety, and reporting requirements.
Communication: Maintain clear and consistent communication with subcontractors to facilitate problem-solving and provide guidance as needed and your Subcontract Officers at DCG should any revisions or concerns arise where their assistance and guidance is needed.

DCG Contacts for Questions on Outgoing Subawards

The information below provides your DCG contacts on the Outgoing Subaward Team. A contact guide is also available to help you identify the appropriate USC office or team member for specific outgoing subaward questions.

DCG Outgoing Subaward Team

Outgoing Subaward Team Contact Information

Diana Kapadia, Principal Officer – Subawards, dkapadia@usc.edu, (213) 740-6058.
Ivan Rukavina, Subcontract Officer, Audit and Compliance, rukavina@usc.edu, (213) 740-6173.
Michael Selsnik, Subcontract Officer, selsnik@usc.edu, (858) 964-0797.
Quin Revel, Subcontract Officer, trevel@usc.edu, (858) 964-0799.
Vi Chang, Senior Contracts and Grants Officer, vichang@usc.edu, (213) 821-8235.

Outgoing Subawards – Who to Contact

Do you have questions about outgoing subawards or are you unsure who to ask for help? Download our grid outlining prevalent issues you may encounter, along with the designated contacts who can assist.

Download Contact Grid →

Forms

In order to collect necessary information to ensure compliance with sponsor requirements and assess the risk posed by the outgoing subcontractor DCG has developed the below forms:

Subaward Commitment Form

A Subrecipient Commitment Form is required for all Subrecipients at time of proposal. The document must clearly indicate that the Subrecipient is committed to participating and will comply with the prime sponsor terms and conditions if awarded.

Depending on the sponsor requirements different requirements and certifications need to be secured at proposal stage. The Subrecipient Commitment Form will ensure that all certifications necessary are in place at time of proposal.

View Form →

Audit Certification and Financial Status Questionnaire

This form is required for outgoing subawards who are exempt from the single audit requirement to assesses the financial health and compliance of potential subrecipients to ensure they meet necessary audit and certification standards.

View Form →

Fair and Reasonable Cost Analysis

This form should be completed and signed by the PI for outgoing subawards to for-profit entities to ensures that the costs proposed by industry subrecipients are fair and reasonable and any conflicts of interest are identified.

View Form →

Outgoing Subawards

Subawards Made Simple: How to Avoid Delays

Outgoing Subawards

Defining Subawards

Outgoing Subawards at Proposal Stage

Setting Up and Modifying Outgoing Subawards

Monitoring of Subawards

How to ensure appropriate monitoring of outgoing subcontracts?

PI responsibilities include:

Monitoring of Subawards

DCG Contacts for Questions on Outgoing Subawards

DCG Outgoing Subaward Team

Outgoing Subaward Team Contact Information

Outgoing Subawards – Who to Contact

Forms

Subaward Commitment Form

Audit Certification and Financial Status Questionnaire

Fair and Reasonable Cost Analysis

Newsflash Alerts!

DCG Directory

Helpful Resources