Best Practices for Reviewing the Outgoing Subrecipient Letter of Intent

The Outgoing Subrecipient Letter of Intent is a critical document in the research process.

It is used to establish a formal agreement between UNC-CH and the other institution regarding the scope of work, budget, and other terms and conditions. Incomplete or inaccurate forms can lead to delays in the research process, which can be costly and time-consuming.

To ensure that the Outgoing Subrecipient Letter of Intent is completed accurately and completely, it is important to consider these best practices:

The Outgoing Subrecipient Letter of Intent has several field names that use UNC Blue font to indicate fields that MUST be completed by the UNC-CH Research Administrator before sending to another institution.

• Lead PI: (UNC)
• Prime Awarding Sponsor
• UNC-CH Proposal number
• Is the Prime Awarding Sponsor the US Department of Homeland Security?
• Is the Prime Awarding Sponsor part of the National Institute of Health?
  • Is this for a foreign subrecipient?

When the Outgoing Subrecipient Letter of Intent is returned, it is important for the Research Administrator to review the form to ensure that all fields have been completed and that the information is accurate before attaching the document into RAMSeS.

In particular, the following points should be checked during your review before attaching the document into RAMSeS:

• Dollar amounts: Ensure that the dollar amounts on the letter of intent match the RR Budget that the sub provided.
• Human and Animal subjects: Ensure that the answers to the Human and Animal subjects are correct.
• Compliance Information: Ensure the Conflict of Interest information is complete and accurate.

By reviewing the form carefully when it is returned from the subrecipient, the Research Administrator can help to prevent unnecessary urgent requests from the subrecipient to get the document completed properly and to obtain the required signatures before the application is submitted.

Completing the Outgoing Subrecipient Letter of Intent accurately and completely is essential to the research process. By following these best practices, Research Administrators can ensure a smooth application submission.