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

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

Impacts of the Government Shutdown on Sponsored Programs

Dear Colleagues,

As the duration of the partial federal government shutdown approaches its fifth week, we are providing this update regarding how these interruptions in the government may impact the way in which we receive federal funding. While we remain hopeful that the shutdown will not impact our federal funding for much longer, the Office of Sponsored Programs (OSP) continues to provide support and assistance as you apply for and manage your sponsored projects, and are here to help with any questions you may have.

  • Proposal Submissions:  First and foremost, we expect that,, NSF Fastlane, and NIH Assist (and all other federal application systems) will be fully functional and maintained so that grant applications to federal agencies can continue to be submitted during the shutdown. OSP staff are using these systems daily for proposal submission, and as of today, they continue to be functioning normally. If this should change we will send out additional advisory information. Proposal deadlines should be observed according to their originally posted due dates. That said, proposals submitted during the shutdown will not likely be reviewed by affected federal agencies until after the shutdown is over.
  • New Awards:  If you have received an advance announcement of an impending award, please note that issuance of new grant awards will likely be delayed until after the shutdown is over. If you are experiencing any issues related to the timing of a new or continuing grant award, please contact OSP for assistance.
  • Routine Administration of Grants and Contracts:  According to some information we have received, re-budgeting, no cost extensions, and award continuations will be delayed in their processing, but we advise submitting these requests into the agency queue’s in real-time, with the understanding that they will be reviewed when the government reopens. Please be sure to forward any award-related correspondence that you may receive directly to Stuart Taub, Director, Office of Sponsored Programs,
  • Performance of Work for funded Grants and Contracts:  Awardees may continue performance under their issued awards during this temporary shutdown, provided that the funds were previously obligated (e.g.- award notice was received), and the period of performance of the grant has not expired.
  • Reports: Technical reports, financial reports, and other reports as required by the sponsor should still be submitted on or before the due date in order to remain compliant with the terms of the award.
  • Availability of Funds for Drawdown (accounting function only):  For most federal awards, it is expected that the Office of Sponsored Accounting will not be able to draw down or invoice for expenditures until the shutdown ends. This does not affect the expenditure of awarded project funds; and we encourage the continued expenditure of sponsored project funds according to plan.

While NIH and the Department of Education are still funded during this partial government shutdown, others such as NSF, NASA, NOAA, USDA, NIST, and NEH are not. Agency Contingency Plans and FAQs for temporary lapses in federal appropriations can be found on the OMB website:

Please let me know if you have any questions or concerns regarding the effect of the government shutdown on sponsored programs.



Important Changes to the NIH Academic Research Enhancement Award (AREA)/R15 Program

As announced in guide notice NOT-OD-19-015, the National Institutes of Health (NIH) has changed its approach to how it uses the R15 activity code.  The current AREA Parent Announcement, PA-18-504, expires after January 7, 2019.

Research enhancement opportunities will now be split between two distinct programs:

  1. Academic Research Enhancement Awards (AREA) will be reserved for grants to undergraduate-focused institutions that do not receive substantial funding from NIH; and
  2. Research Enhancement Award Program (REAP) that will support graduate schools of arts and sciences and health professional schools that grant baccalaureate or advanced degrees.

As background, the goals of the R15 program are to support meritorious research, expose students to research, and strengthen the research environment of an institution.

It is important to note that each funding opportunity announcement includes detailed program-specific eligibility information that supersedes any general information listed here.

Eligibility for the Academic Research Enhancement Award (AREA) program for undergraduate-focused institutions requires that:

  • The applicant institution must be an accredited public or non-profit private school that grants baccalaureate degrees in biomedical sciences.
  • At the time of application submission, all the non-health professional components of the institution together have not received support from the NIH totaling more than $6 million per year (in both direct and F&A/indirect costs) in 4 of the last 7 federal fiscal years.*
  • A signed letter is required from the Provost or similar official with institution-wide responsibility verifying the eligibility of the applicant institution at the time of application submission. The Office of Sponsored Programs (OSP) will coordinate with the Office of the Provost to obtain the signed letter.

Organization eligibility for the Research Enhancement Award Program (REAP) program for graduate schools and health professional schools require that:

  • The applicant organization must be an accredited public or non-profit private school that grants baccalaureate or advanced degrees in health professions or advanced degrees in biomedical and behavioral sciences.
  • At the time of application submission, the applicant institution (all components) may not have received support from the NIH totaling more than $6 million per year (in both direct and F&A/indirect costs) in 4 of the last 7 federal fiscal years.*
  • A signed letter is required from the Provost or similar official with institution-wide responsibility verifying the eligibility of the applicant institution at the time of application submission. The Office of Sponsored Programs (OSP) will coordinate with the Office of the Provost to obtain the signed letter.

*For both AREA and REAP program eligibility, please note that all activity codes are included in the eligibility calculations except the following: C06, S10, and all activity codes starting with a G.

Syracuse University currently meets the eligibility requirements for both the AREA and REAP programs, however specific program announcements/solicitations from NIH institutes/centers may have additional requirements/limitations so it is important to ensure that you read these documents carefully. Questions regarding eligibility may also be directed to the Office of Sponsored Programs.

NIH RPPRs and the Project Outcomes Section

NIH will make the Project Outcomes Section of all Interim and Final Research Performance Progress Reports (RPPRs) submitted on or after October 1, 2017 available to the general public via the NIH RePORTER. Please see notice NOT-OD-18-103 for the full details.

Reminder: NIH Forms-E Application Packages

Reminder: NIH Forms-E application packages are required for submissions due on or after January 25, 2018.- see NOT-OD-18-009 (  This change will apply to all funding opportunity announcements (FOAs) and all application types (new, resubmission, renewal, revision).  NIH advises that applications submitted using incorrect forms will automatically be withdrawn by the NIH Center for Scientific Review Division of Receipt and Referral and will not be reviewed. Application guides for FORMS-E application packages are now available on the ‘How to Apply – Application Guide’ page (


Please Note:

The most significant change with the new FORMS-E application package is the addition of a new PHS Human Subjects and Clinical Trials Information form.  This form consolidates human subjects, inclusion enrollment, and clinical trial information previously collected across multiple agency forms.  The form collects information on human subjects and clinical trials at the study level.  Here is additional information regarding this New Human Subjects and Clinical Trial Information Form. Workspace is here and Adobe Forms Application Packages Are Going Away!

What You Need to Know

The Office of Sponsored Programs (OSP) is already up and running on Workspace and are ready to assist with you with the transition. As of January 1, 2018 Adobe Forms Applications will be officially replaced with the Workspace solution..

What You Need to Do

We recommend becoming more familiar with the features of Workspace with this overview presentation, which also provides live links to training resources.  Unlike the Adobe Forms Applications, for full multi-user access, Workspace requires that users register with first.  Please follow this step-by-step guidance to register in

NIH & NSF Submissions?

At present we recommend that NIH proposals continue to be prepared and submitted using ASSIST, as it has some functionality that Workspace does not yet have.  We’ll reassess this over time and provide future updates on this.

NSF proposals should continue to utilize FASTLANE as their primary submission portal.

Questions?  Contact your OSP Research Administrator or call the OSP front desk at 315-443-2807 or email to