WHEN A UNIVERSITY OF MARYLAND, BALTIMORE (UMB) PI IS PARTICIPATING IN ANOTHER INSTITUTION'S PROPOSAL Use these instructions when: - a colleague from another institution is submitting a proposal and
- a UMB faculty member is asked to participate in the project and
- project expenses of any kind (e.g. salary, supplies, travel) would be reimbursed to the UMB PI
Other institutions of the University System of Maryland are considered separate institutions and a subcontract proposal is required in accordance with these procedures.
Routing form:
Complete the routing form in the same manner as for proposals to other outside entities (foundations, NIH, etc.). The Sponsor section of the form should be completed with the name & address of the applicant institution and (on the ATTN line) the name and phone number of that institution's Principal Investigator or, if known, that institution's sponsored projects officer. Budget:
Include all UMB costs, including Facilities and Administrative (indirect) costs. The F&A cost rate used should be UMB's current DHHS negotiated rate. If a lower rate is used, justification (e.g., prime sponsor instructions) must be provided to Office of Research and Development. The form prescribed by the prime sponsor should be used to prepare the budget, or if no form exists, print the budget on plain bond paper. A one-year detailed budget and a summary budget for all project years is required. Also prepare a budget justification and a Statement of Work. Statement of Work:
The Statement of Work should include a description of UMB’s obligations in the collaboration, including specific aims, milestones, timelines, and methods. The UMB PI should ensure that specific deliverables are listed, especially those required by the prime sponsor award. Examples are interim and final technical reports, data, required meetings, and so forth. If the initiation or completion of a task at UMB requires input (data, analysis, etc.) from the researchers at the other institution, this should also be noted as a deliverable or milestone. These details in the statement of work allow the UMB PI to demonstrate progress or completion of subcontract work for payment purposes. Route (at minimum): - Signature page if required by prime applicant and/or prime sponsor
- Budget pages
- Budget justification
- Scope of work describing UMB PI’s proposed work on the project
- Instructions (RFP, RFA, application guidelines, etc.) from the prime sponsor
Authorized signature:
The budget should not be sent to the collaborator until signatures are obtained from the department chair, Dean and authorized official in Office of Research and Development. Office of Research and Development will sign the face page or budget page, provide an endorsement form, or provide a letter of transmittal and intent to collaborate, as appropriate. The UMB PI should forward the signature document with the budget to the applicant institution.
If funded:
The applicant institution (now the “prime awardee”) is expected to send a subcontract agreement to Office of Research and Development. Office of Research and Development will review, negotiate (if necessary) and sign the document. Once the agreement has been signed by both parties, an FAS account is authorized for the project. A temporary account may be requested in accordance with UMB procedures. The UMB PI and administrator should take note of any special invoicing or reporting provisions contained in the subcontract agreement. Non-competing continuation years (grants):
Usually the terms and conditions of the subcontract agreement require that the UMB PI submit an annual technical progress report, in sufficient time for the prime awardee to include that information in its annual report to the sponsor. The UMB progress report, including a budget for the continuation year, should be routed at the time of submission to the prime awardee. After the prime awardee receives its notice of grant award for the continuation year, a subcontract modification will be issued to UMB. Office of Research and Development will sign the subcontract modification and process the FAS account for the continuation year contingent upon receipt of the routed UMB progress report and/or budget.
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