Many Coeus users might be familiar with the process for uploading subaward budgets into Coeus–uploads of these forms are required for detailed budget submissions to federal agencies through Grants.gov. In fact, we have several posts published on the Coeus website regarding uploading and translating subaward forms. For situations that do not require an uploaded subaward form, however, Coeus users have often created the budget line items manually. Did you know there is an easier way? While the Coeus subaward budget screen is used to translate forms, it can also be used to create subaward line items without ever using a form. Simply key the direct and indirect amounts for each budget year, and Coeus will handle the rest: Step 1: Make sure your subaward organization is listed on the proposal’s ‘Organization’ tab: Step 2: Confirm that all budget periods have been generated: Step 3: Use the budget’s ‘Sub Award Budget’ screen to create an entry for your sub: Step 4:
In line with internal subrecipient monitoring policies, most organizations have a preferred letter-of-intent (LOI) template. Please note that, in this instance, a VUMC LOI is not required, as long as the following are included in the external LOI: Title – the LOI proposal title must match VUMC’s Coeus proposal title; however, departments may add a subtitle to reference a specific project or core within a multi-project application Effective Date/Project Dates/Budget – the dates (MM/DD/YYYY-MM/DD/YYYY) and budgets (both for year 1 and total) listed on the LOI must reflect the Coeus proposal dates and budgets; furthermore, this information must be consistent with VUMC’s detailed budget Applicant/Prime Institution – the Prime institution must be listed and their DUNS # referenced VUMC as Subrecipient Institution – Vanderbilt University Medical Center (not Vanderbilt University) should be listed referencing DUNS # 079917897 Signature – the institutional official authorized to sign (OSP) on behalf of VUMC must sign the LOI (not the principal investigator) We would
For those departments submitting proposals for incoming subcontracts (subs to VUMC), please note the following requirements for a full OSP review: PDF or stable link to PA Budget in prime sponsor’s format Cognizant agent contact information included Statement of work Budget justification Letter of intent (template) For resubmissions, verify the sponsor number is included For any questions please contact your OSP specialist.
The Letter-of-Intent (LOI) is a legal document that signifies a subrecipient institution’s commitment to participate in a project. Please note that the LOI’s status as a legal document dictates that the LOI cannot be modified after the cooperating/subrecipient institution has signed. As such, the LOI must be accurate upon submission. Please review the following checklist upon receiving an LOI from a subrecipient: Title – the LOI proposal title must match VUMC’s Coeus proposal title; however, subrecipients may add a subtitle to reference a specific project or core within a multi-project application Effective Date/Project Dates/Budget – the dates (MM/DD/YYYY-MM/DD/YYYY) and budgets (both for year 1 and total) listed on the LOI must reflect the Coeus proposal dates and budgets; furthermore, this information must be consistent with the subrecipient’s detailed budget Applicant/Prime Institution – the applicant institution must be listed as Vanderbilt University Medical Center (not Vanderbilt University) and reference DUNS # 079917897 Cooperating/Subrecipient Institution – the cooperating institution (and DUNS #) must
All external institutions included as an outgoing subcontract on a VUMC Coeus proposal are required to provide the following items at a minimum, regardless of whether a prospective sponsor requests these documents: Letter of intent (LOI) signed by the institutional official of the external institution Scope of work (SOW) Detailed budget Detailed budget Justification The submission of these documents to VUMC from prospective outgoing subcontract institutions ensures a number of purposes: Verifies that the subcontract PI has institutional approval to participate in the VUMC project Documents the institution’s agreement to follow sponsor guidelines Ensures the institution is eligible to participate in the proposed work, i.e. no debarrment or history of federal debt delinquencies Verifies the accuracy of budget calculations For further information regarding subcontracts and to access VUMC’s new LOI template, please visit the OSP website.
As a friendly reminder, any modular budgets that include a subcontract for an NIH award require a consortium justification, due to the lack of a full budget and the location of the consortium amount only at the very end of the modular budget. Please note that the consortium justification is structured a bit differently than a standard justification. For more information, please view the Subawards – Subrecipients page of the OSP website.
As a reminder, applicants should use the budget form specified within the program announcement. Please note that the specified template may not be the most recent budget form release. For the most recent subaward budget forms, please visit the Coeus website here.