National Network of Libraries of Medicine
English Arabic Chinese (Simplified) French Hindi Japanese Korean Persian Portuguese Russian Spanish
SOUTHEASTERN/ATLANTIC REGION

NNLM SEA Funded Projects Guide

Required Documentation

Prior to starting a subaward, documents will be sent to you by the NNLM SEA Program Management Specialist, Regina Johnson. Some of the documents that will need to be completed may include:

  • FDP Cost Reimbursement Research Subaward Agreement
  • Financial Conflict of Interest Statement (FCOI)
  • A-133 Sub-recipient Financial Questionnaire

Please note that you can not start your project until all documents are completed and it is a fully executed agreement. 

Call 410-706-2855 if you have any questions regarding completion of these documents to ensure they are fully executed. 

Funding Terminology

Budget

A budget is an estimate of the costs of a proposed project, including direct costs and indirect (or Facilities & Administration (F&A)) costs. Budgets generally consist of an itemized list of expenses, an explanation of the expenses, and a justification of why those expenses are necessary.

Direct Costs

Direct costs are the costs of a project that can be clearly identified with that specific project. They include: equipment and supplies, consultant fees, travel costs, etc.

DUNS Number (Dun and Bradstreet Number)

A DUNS number is a unique 9-digit number used to identify each physical location of a business and establish that business's credit file. This number helps the University of Maryland, Baltimore to predict the reliability and/or financial stability of your institution. If you need help finding your institution's DUNS number, your business office, division of sponsored programs, or other equivalent department at your institution can likely provide you with this number. You can also use this webform to request your DUNS Number online.

Federal Identification Number (EIN)

A Federal ID Number/Employer Identification Number is an official 9 digit number given by the US Government that is used to identify a business in order that the amount of tax that the business needs to pay can be calculated.

Indirect Costs (or Facilities & Administration (F&A))

Indirect costs, also called Facilities and Administrative costs (F&A), include facility maintenance, depreciation, utility costs, sponsored programs administration, and general department administration. Since indirect costs cannot be itemized for projects, they are calculated using a fixed percentage rate. It is common for institutions to have a negotiated indirect cost rate in place, but if not, a 10% Modified Total Direct Cost (MTDC) may be applied. An institution may also choose to waive indirect costs entirely.

Period of Performance

The period of performance is the period during which the award recipient is expected to complete project work and incur any expenses. The period of performance for all SEA awards begins on May 1st and ends on April 30th of the following year (unless otherwise noted).

While SEA may make awards announcements prior to May 1st, the contract for the work is not issued until that date and project work should not begin until then. Keep the period of performance in mind when planning a project.

If you have questions or concerns regarding the period of performance when planning a project, please email the SEA office.

Subaward

A subaward is an award provided by a pass-through entity, such as the SEA, to a sub-recipient to carry out as part of a Federal award. It does not include payments to a contractor or payments to an individual that is a beneficiary of a Federal program. A subawardee has responsibility for programmatic decision making and exercises judgment throughout the scope of the project.