Subcontract Guide

Which form do I use?

You need to determine if the contractor is an individual or a corporate/business entity to determine which form to use. 
If you need help making this determination, please call the Office of Sponsored Programs (OSP).

·        INDIVIDUAL  If the work is to be performed by an individual, the appropriate form to complete is the
 
 Personal Services Subcontract. 

·        CORPORATE/BUSINESS ENTITY  If the work is to be performed by a corporate/business entity, the appropriate form to
 complete is the Subcontract for Special Services.

Subcontracted amount less than $50,000

Subcontracted amount more than $50,000  If the amount of the contract is going to be over $50,000
you must contact OSP in advance.

Who should sign the form?

·        FACE PAGE
If the contract is under $10,000, your Dean or Director can sign the face page.  If the contract is over $10,000, someone from OSP
must sign the contract also.

·        ATTACHMENT A
The Project Director needs to sign Attachment A as an indication that the work statement and payment provisions are acceptable and in-line with project requirements.

What if I want to change the wording in the contract?

You need to contact the Office of Sponsored Programs if you want to change any wording in the standard subcontract.

What other paperwork needs to be completed?

·        W-9 FORM
All consultants (individual and corporate/business) need to complete a W-9 Form.

·        Purchase Orders are required for all contracts except single payment contracts of $500 or less.

How many copies do I need to complete?  
You should routinely prepare two (2) originals of each Subcontract so that both you and the Subcontractor may retain one with original signatures. In all cases OSP should receive a copy of the final approved Subcontract, regardless of amount. Purchasing also requires a copy in most cases. 

Amendments  
All modifications to project period, personnel, work to be performed, and payment amount require a subcontract amendment form. 
Personal and Special Services Subcontract Amendment form