User-Submitted Question: Should We Use VUMC’s LOI When VUMC Is the Subrecipient?

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

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The More You Know: NIH Applications With a Third-Tier Subcontract/Consortium

Does your application include a third-tier subcontract or consortium? For those applications subject to either a specific direct cost budgetary cap or the 500k direct cost in a single budget period limit (without prior approval), please note that any F&A costs for third-tier subcontracts (a sub of a sub) will be included as part of the total direct cost calculation. That is, NIH will not exclude third-tier F&A costs as they would for a direct subcontract from the prime (a second-tier contract from VUMC to another party). The following is taken from NIH’s “How to Apply” resource, under Consortiums/Subawards Budget Development: Direct costs: In the rare case of third-tier subawards, section F.5 “subawards/consortium/contractual” costs should include the total cost of the subaward, and the entire third tier award is considered part of the direct costs of the consortium for the purposes of calculating the primary applicant’s direct costs. While NIH’s SF424 FORMS E Application Guide and NIH’s Grants Policy do

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Resource Toolkit: Personnel Reporting in RPPRs

OSP often receives questions regarding personnel reporting in RPPRs—what is required, what may have changed, and what may not have changed. The following provides a number of friendly reminders: Calculating Effort Please note that, although VUMC tracks effort via percentages, eRA Commons requires conversion to person months for reporting. OSP recommends the use of an effort calculator, especially now that Commons allows for the inclusion of decimals in reporting. Although NIH now allows for reports of less than one calendar month on the RPPR, the effort must always be recordable and trackable. Please note that VUMC discourages assigning effort of less than one percent (i.e., no less than .12 or 1% for CY effort). Commons IDs The All Personnel Report assists NIH in understanding the workforce supported by NIH funding; as such, it requires the inclusion of all personnel, regardless of effort level, compensation, salary, affiliation, or Senior/Key status. Please include Commons IDs, especially for key personnel, post-docs, or graduate

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The More You Know: What Documents Are Required for Incoming Subs (to VUMC)

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.

Letter-of-Intent Checklist for VUMC Outgoing Subcontracts

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

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What Must Be Included for Outgoing Subcontracts Within a Coeus Proposal?

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.