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Documentation Required When Subcontractors are Included in Proposals

Working with subcontractors on a grant requires an additional process when it comes to completing your proposal. Follow these helpful guidelines to ease the process.

When submitting a proposal involving external collaborators, the university needs to obtain institutional and project information from these collaborators. The following information is required to be received from the subrecipient’s Office of Sponsored Programs (or equivalent).

  1. Statement of work
  2. Budget
  3. Budget justification
  4. Subrecipient Commitment Form (and Appendix A when sponsor follow PHS FCOI regulations)

Recently, the Federal Demonstration Partnership has created an Expanded Clearinghouse. For institutions that have provided their institutional information to the Expanded Clearinghouse, they are not required to complete the Subrecipient Commitment Form. For these institutions, their Office of Sponsored Programs (or equivalent) can submit the following information via email:

  • Statement of work
  • Budget
  • Budget justification
  • Subrecipient PI name:
  • Performance location:
  • Subaward amount:
  • Amount of cost share contributed
  • If human subjects are involved (Yes / No)
  • If animal subjects are involved (Yes / No)
  • Office of Sponsored Programs contact
    • Name:
    • Email:
    • Phone:

The university also needs to receive any documentation required by the sponsor (e.g. biosketch, current & pending form, facilities statement, etc.). These documents are never required to be provided by the subrecipient’s Office of Sponsored Programs (or equivalent).

If you should have any questions related to the process of gathering subrecipient documentation, please contact David Smelser, assistant director of sponsored programs, (dsmelser@utk.edu).

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