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UNIVERSITY of WISCONSIN-MADISON
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Subawards Policy

UW-Madison Participates in FDP Expanded Clearinghouse

Page Updated: May 1st, 2018

UW-Madison is a participating organization in the FDP Expanded Clearinghouse. As participants, we and other institutions are expected to rely on a repository of subrecipient information housed on the FDP website, in lieu of exchanging information through subrecipient commitment forms.

The goals of the FDP Expanded Clearinghouse are to:

  • Reduce administrative burden associated with verifying standard information required for subrecipient issuance and monitoring
  • Eliminate swapping of subrecipient commitment forms completed on a transaction-by-transaction basis in favor of accessing an on-line, up-to-date standardized, streamlined subrecipient data repository (an "organization profile")

UW-Madison's organization profile is available here.

How FDP Expanded Clearinghouse Works

  • Organizations participate as both a subrecipient and as a pass-through entity (PTE)
  • Participants create Organization Profiles on an FDP website
  • PTEs access their participating subrecipients' on-line Organization Profile in lieu of sending a subrecipient commitment form for each subaward between the parties

This means that:

  • when we are the Pass-through Entity, we DO NOT COLLECT a Subrecipient Monitoring Checklist or Audit Certification and Financial Questionnaire from another FDP Expanded Clearinghouse participating organization.
  • when we are the Subrecipient, we DO NOT COMPLETE a Subrecipient Commitment Form for a pass-through entity participating in the Expanded Clearinghouse. Instead, we remind them we are an Expanded Clearinghouse participating organization - see sample language.

What Information May Be Exchanged

In general, it is okay to ask for or to complete a "transaction-specific" or project-specific request, but only for data elements NOT included on the entity profile, such as:

  • Subrecipient's Statement of Work and Budget
  • Any other forms needed for the proposal (small business plans, biosketches or other support, certifications required at time of proposal, etc.)
  • Signature of the Subrecipient's sponsored programs office that they endorse their proposal

The RSP Proposal Team can assist with questions related to subrecipient commitment forms. Please contact Jennifer Rodis with any questions related to UW-Madison's FDP Expanded Clearinghouse profile.

Suggest Push-Back Language for FDP Expanded Clearinghouse Members in Receipt of Subrecipient Monitoring Form

With other FDP Expanded Clearinghouse institutions

Dear Colleague,

University of Wisconsin-Madison and [YOUR Institution Name] are both participants in the Expanded Clearinghouse, a Federal Demonstration Partnership (FDP) initiative that reduces the administrative burden associated with the exchange of subrecipient monitoring forms. As a condition of our participation, we agreed to utilize the Expanded Clearinghouse to obtain publicly available information rather than exchange forms.

As you may know, the Expanded Clearinghouse makes our data publicly available, including general institutional information, audit reports, rate agreements, contacts, registrations, certifications, and assurances. Furthermore, the data included in each profile has been certified by the appropriate Institutional Official, and a profile printout has proven sufficient documentation of information receipt. Therefore, please obtain at https://fdpclearinghouse.org.

For more information on this matter, please contact your institutional contact [YOUR Profile Contact], also copied on this email. Additionally, you may contact Jennifer Rodis with any questions related to our profile, and [OUR Department Contact Name] to request any project-specific information not available in the Expanded Clearinghouse.

Thank you in advance for your consideration and cooperation.

Sincerely,

For non-participating institutions

Dear Colleague,

University of Wisconsin-Madison is a participant in the Expanded Clearinghouse, a Federal Demonstration Partnership (FDP) initiative that reduces the administrative burden associated with the exchange of subrecipient monitoring forms. The Expanded Clearinghouse developed a streamlined systems that makes participants’ data publicly available, including general institutional information, audit reports, rate agreements, contacts, registrations, certifications, and assurances.

With this in mind, please obtain our institutional information by using the FDP Expanded Clearinghouse, located at https://fdpclearinghouse.org. Organizations are not required to be FDP members to access and utilize the data available in this online system. Furthermore, the information included in each profile has been certified by an appropriate Institutional Official, and a profile printout has proven sufficient documentation of information receipt.

Please contact Jennifer Rodis with any questions related to our profile, and contact [Department Contact Name] to request any project-specific information not available in the Expanded Clearinghouse.

Thank you in advance for your consideration and cooperation.

Sincerely,