When Rutgers is the Lead Institution:

Obtain authorized budgets, letters of intent and scope of work signed by collaborator’s institutional officials.

• Letter of Intent Example  ( Word )  ( PDF )

• Statement of Intent to Establish a Consortium Agreement ( Word )  ( PDF ).

• Coordinate submission of materials in accordance with sponsor guidelines.

Subcontracting with Federal Agencies:

Rarely, PIs might need to subcontract work to a federal agency grant or contract to the University. It is preferred to have the sponsor fund the federal agency directly, since federal agencies cannot accept the university’s standard subcontract and flow down terms and conditions. Sponsor directed funding should be discussed with the Grant Specialist and explored with the sponsor’s Program Officer at the time of the grant submission. 

There will, however, be times when direct funding will not occur and another arrangement will need to be made.  In this case, the recipient federal agency will issue a document to the University, usually a “Joint Funding Agreement” (JFA), in lieu of our subcontract document.  An ORSP official will sign the agreement and it will be executed by the Federal Agency.  The JFA functions like a typical subcontract as far as billing against a purchase order. ORSP will assign the JFA an ORSP file number.  Copies of agreements and purchase orders are distributed as if the JFA were a typical Rutgers subcontract and it is treated as such by ORSP and DGCA.

 When Rutgers is NOT the Lead Institution:

All regular grant and contract policies apply to applications where Rutgers is a collaborator/sub-grantee.  PIs are responsible for preparing a budget, letter of intent, scope of work and an endorsement form for review and approval by ORSP.  These items must be approved by ORSP prior to submission to the lead institution or sponsor.