Third Party Engagement on Sponsored Programs – New Form

A new Third Party Engagement on Sponsored Programs form has been posted in the forms section of the Sponsored Programs website.  The purpose of this form is two-fold.  The first to assist in identifying the collaborative relationship and the second to comply with procurement policies requiring full and open competition.

When working with third party (external) collaborators on a sponsored project, determining the proper method of engagement (subrecipient/consultant/contractor/vendor) is determined by evaluating the type of work to be performed and the characteristics of the collaborating entity.   It is recommended that this determination be made at the proposal stage so that budgets can be prepared accurately.  Page 1 of the form will assist in this determination.

When a sponsored project with third party collaborators is awarded, a process is initiated to formalize the collaboration.  The process differs based on the subrecipient / consultant / contractor determination that is made.  However, justification related to the selection process is required for most third party relationships.  Requirements for Subrecipients and Consultants are included in Page 2 of the Third Party Engagement on Sponsored Programs form while requirements for Contractor/Vendors are managed by Purchasing.

The Office of Sponsored Programs ensures that Subrecipient and Consultant engagements are properly established and executed.  Therefore, both pages of the new Third Party Engagement on Sponsored Programs form must be submitted when requesting subawards or execution of consulting agreements on your awards.

Contact the Purchasing department for direction regarding requirements for Contractor / Vendors / Purchased Services relationships.

Changes to the Subrecipient Monitoring Process

Effective July 1, 2019, the Office of Sponsored Programs (OSP) will no longer accept subrecipient invoices forwarded from parties other than the authorized financial representative of the subrecipient entity.  This change is being made to preserve an “arm’s length” relationship between Syracuse University and every subrecipient.  Moving in this direction will also increase efficiencies and transparency.

Invoices are to be submitted directly to the Subaward Administrator at subawardadmin@syr.edu.

Subrecipient invoices must:

  • Be generated by the subrecipient entity’s financial system of record;
  • Be formatted using the method consistent with the independent entity’s invoicing practices;
  • Reflect charges that are approved and allowable under the terms of the subaward agreement;
  • Itemize charges in a manner that is constant with the approved budget contained in the subaward agreement;
  • Include only expenditures that are supported by detailed backup (i.e. receipts, payroll…). This backup must be made available on request.

The Office of Sponsored Programs is responsible for managing contractual and financial aspects of all collaborations involving subrecipients.  In order to improve efficiencies and minimize confusion, OSP will work directly with the personnel from each entity to insure that the relationship is properly communicated from the beginning of the project period.

OSP understands that failure to adequately monitor the compliance of subrecipients could result in damage to Syracuse University’s reputation, and has the potential to jeopardize current and future funding.  It is the responsibility of The Office of Sponsored Programs on behalf of Syracuse University, as the pass-through entity, to ensure the good stewardship of sponsored funding.

Further information can be found at Working with Subrecipients