How do you set up Whitehead Institute and MIT Biology Department Proposals?
Whitehead Institute (WIBR) is a separate entity from MIT but the MIT/WIBR affiliation agreement allows WI Faculty to submit proposals via the Institute as they also have appointments in the MIT Biology Department. These proposals would be for awards they would not be eligible to receive if they were to submit directly through Whitehead i.e. solicitations that must be submitted by an educational institution.
MIT accepts the proposal which is budgeted with WIBR direct and indirect costs using WIBR’s current rates but with an additional line item defined as “Subaward-first $25,000 subject to F&A”. MIT enters its own current F&A rate on $25,000 on that categorical budget line and submits the proposal. (e.g. in FY 2014 MIT would enter $25,000 x .56 = $14,000 on the budget line)
When an award is received in MIT the account is set up for the WIBR PI in the Biology Department who will process a requisition to issue an award to WIBR to allow for the pass through of funds from MIT to WIBR. The Research Subaward Team then writes the subaward to the WIBR for the total funding minus the “Subaward-first $25,000 subject to F&A” line item amount.
WIBR submits regular invoices to MIT for payment, as well as whatever reports are required by the terms of the award.
If you have questions about this process please contact your Contract Administrator at RAS.