OHSU

Subrecipient and Vendor Definitions

Whenever another entity does work for OHSU on a sponsored project, the determination needs to be made if the entity is a subrecipient or a vendor. If the entity is included on the application, RGC and the PI decide which it is, based on factors listed below. If it is not on the application, Logistics and/or RGC make the determination at the point in time when services are being requested.

 

Subrecipient

  • Entity that expends Federal awards received from a pass-through entity to carry out a Federal program.
  • Does not include an individual that is a beneficiary of such a program.
  • May also be recipient of other Federal awards directly from a federal awarding agency.
  • Has more than $500,000 in expenditures on all Federal awards.
  • Is a not-for-profit entity.
  • Is subject to A-133 monitoring.
  • Requires an executed Subrecipient Agreement initiated by RGC.
  • These transactions should be charged to GR.Subcontractor Expenditure category.
  • Subrecipients perform a significant amount of the proposed/approved project and maintain control over their work. Examples of appropriate subrecipient arrangements include a Co-Investigator who has expertise in analyzing and compiling genome data; or a portion of project that provides outreach services to a community based entity. Generally, these arrangements are dependent on the expertise of subrecipients and are not generally available for purchase.

Vendor

  • Dealer, distributor, merchant or other seller providing goods or services that are required for the conduct of a Federal program, i.e., is in the business of developing software for a specific purpose; gene sequencing, lab testing, evaluation services, educational consultants. These services may usually be competitively purchased.
  • These goods or services may be for an organization’s own use or for the use of beneficiaries of the Federal program.
  • May or may not have less than $500,000 in expenditures on all Federal awards.
  • Is a for-profit entity.
  • May be a foreign company.
  • Is not subject to A-133 monitoring.
  • If the entity is a vendor, it receives a Personal Services Contract initiated and executed by Logistics Consultant Agreements and Letters of Agreement (if the service is less than $10,000 dollars and is a vendor service) are negotiated and executed by RGC.

Personal Services Contract

  • Is completed by Logistics.
  • Has liability insurance coverage in the amounts required by OHSU.
  • Does not work with Intellectual Property issues.
  • Does not work with animal or human subjects.
  • Contract may exceed $10,000.
  • These transactions should be charged to GR.Other Professional Services.

Letter of Agreement

  • Is completed by RGC.
  • Does not have liability insurance coverage in the amounts required by OHSU.
  • Works with Intellectual Property issues.
  • Works with animal or human subjects.
  • Less than $10,000 for individuals or small companies.
  • Contractee is an individual or an entity and they are providing a consulting service and do not meet the requirements for a subrecipient.
  • These transactions shoudl be charged to GR.Other Professional Services.

Consulting Agreements

  • Is completed by RGC.
  • Is an entity providing consulting service and does not meet the requirements for a subrecipient.
  • Is greater than $10,000 for individuals or small companies.

Updated June 6, 2006