Subawards and Contracted Services
Please contact your contract manager or grants specialist if you wish to arrange for contracted services, subaward agreements, subcontract agreements, maintenance agreements, software license agreements or rental agreements for housing, storage or equipment.
Click here for our guide to subrecipients, subawards and vendors.
Establishing a Subaward
Once your award is set up in the HJF accounting system, if you wish to establish a preapproved subaward, you must notify the contract manager or grants specialist and complete a Request for Contracted Services form (HJF #401)
Note that subaward agreements in excess of $100,000 must be reviewed by HJF's Legal Department, and all agreements in excess of $500,000 must be approved by the Foundation's Contract Review Board. If you did not identify a specific subaward in your proposal, you must obtain prior agency approval. Your contract manager or grants specialist can assist you with this process.
Establishing a Contracted Service
If you have identified a specific contractor, you must complete a Request for Contracted Services form (HJF #401) and forward it to your specialist. The form must contain the following information:
- Background information on the work to be done;
- Services and deliverables that are required under the subcontract;
- Dates when the work should be performed;
- Location where the work is to take place;
- The project number to be charged for the service; and
- The amount authorized for this service.
If you did not name a specific contractor/vendor, your contract manager or grants specialist can assist you with identifying an appropriate vendor.
Extending the Term of your Subaward or Contracted Service
Your HJF representative will contact you prior to the expiration of your subaward/contract. If you would like to extend the term of the subaward beyond its expiration date, complete the Request for Contracted Services form (HJF #401) two weeks prior to the expiration date. Indicate that you would like an extension, as well as the amount of additional funds, if any, to be added to the subaward.
Please remember that the subaward/contract period of performance can not extend beyond the end date of the Foundation's award agreement from the sponsor.
Monitoring Process for Subawardees
The process for monitoring the subaward is defined in the subaward agreement. The prime award terms and conditions are flowed down to the sub awardees. Subaward agreements outline the cost schedule associated with each category.
The Statement of Work attached to the subaward specifies the deliverables that are expected from subawardee to justify their expenses for payments.
In the case of advance payment, financial reports are required from the subawardee detailing the allowable costs incurred against the advanced payment.
During the post-award process, the invoices and deliverables are submitted by the Subawardee to the Foundation for review and payment. The Foundation forwards that information to the Program Manager for review. Program Manager provides the information to the Principal Investigator (PI) overseeing the project. The PI or his/her competent designee certifies the invoices indicating that the services or items on the invoice were received and accepted as per the award. This includes ensuring the hours and costs invoiced are appropriate for the technical activity completed and also the charge code is correct and accurately reflects the contract/agreement under which the services were performed. Once approval is received, the invoice is sent to The Henry M. Jackson Foundation, Office of Sponsored Programs (HJF/OSP) personnel with certification that the invoice should be paid. HJF/OSP processes the invoice for payment and Accounts Payable Department pays the invoice. If any disagreement arises with the invoice during the review, HJF/OSP makes contact directly with the subawardee.
The PI monitors subawardee through a variety of methods. For example meeting with the Subawardee PI, via the internet and telephone conferences, etc. to keep abreast of the ongoing progress and status of work. Progress reports are obtained from the subawardee to document the progress.
In order to ensure that the subawardee receiving federal dollars comply with the A-133 audit requirements, HJF sends out a letter asking them to confirm that they completed the A-133 audit. If there are any audit findings HJF requests them to provide a copy of the audited financial report detailing the findings and the corrective action taken.
If during the review of invoices, anomalies are identified raising questions about the accuracy and applicability of claims, the Foundation will initiate an audit.
In addition to the above, HJF also conducts audits on complicated subawards to ensure that systems are in place with the subawardee.