University of Vermont

Sponsored Project Administration - SPA

217 Waterman Building . 85 South Prospect Street . Burlington, Vermont 05405 . (802) 656-3360

Distinguishing between a Subrecipient, Vendor and Consultant

What is an outgoing subaward?

A subaward is the award mechanism UVM issued or provided to a subrecipient who will have responsibilities of carrying out a part of the sponsored award issued to UVM. The federal definition of a subaward and subrecipinet can be found at Uniform Guidance 200.92 & 200.93. “Subaward” and “Subcontract” are used interchangeably.

Subrecipient Selection Process

The UVM Principal Investigator is in the best position to select the subrecipient that will be included in the grant application. The selection is normally based on the subrecipient’s technical experience and the ability to perform the portion of the scope of work being proposed to the sponsor.

Distinguishing between a Subrecipient, Vendor and Consultant

Below is a guide that outlines factors that assist in determining whether the third party you will be working with is classified as a Subrecipient, Vendor and Consultant. Please note all subrecipients, vendors, or consultants must be a UVM registered vendor. Please work with Disbursements to register your subrecipient as a vendor.

Subrecipient Vendor Consultant
Intellectually significant portion of programmatic effort Goods and Services provided within normal business operations Service provided within normal business operation
Responsible for programmatic decision making No programmatic decision making Provides an expert opinion
Responsible for same regulatory and compliance requirements as prime recipient Fee for Service No stake in outcome of project

Other information worth understanding when working with a particular classification:

Subrecipient Vendor Consultant
PIs work with SPA’s outgoing Subaward Office to generate subaward and assist in monitoring performance
PI’s work with Purchasing Services to generate purchase orders and/or service contracts.
PI’s work with Purchasing Services to generate purchase orders and/or service contracts.
Subject to the prime award conditions as if receiving the award directly
Subject to procurement conditions, not the full prime award conditions
Subject to procurement conditions, not the full prime award conditions
F&A is normally charged only on the first $25,000 of the subaward amount
F&A is charged on the full amount of the vendor amount
F&A is charged on the full amount of the consultant amount
If federal funds, subject to Uniform Guidance single AuditIf federal funds, not subject to Uniform Guidance single AuditIf federal funds, not subject to Uniform Guidance single Audit


last updated 11/21/17

Last modified November 21 2017 02:33 PM

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