Subcontracts and Consultants


A consultant is an independent contractor who is not an employee of the Institute. Consulting services typically are provided by an individual who is considered an expert in the field. Identification of the consultant by name, specialty, and daily rate is required in the budget. Consult specific agency guidelines for caps on consultant rates.

  • List each consultant; their specialty or service to the project; and their daily, weekly, or monthly rate of reimbursement. Show the consultant's total projected cost on the project. In the proposal, include a letter of collaboration and the consultant's curriculum vitae.
  • A consultant may be compensated for services and reimbursed for travel (including meals and lodging) and other miscellaneous expenses.

Sample Budget Justification

Dr. James Brown is an authority on statistical analysis of cross-cultural social studies. He will conduct an independent analysis of our interview data to assure that our methods and conclusions are consistent with rigorous statistical standards. Brown will also participate in our annual research group meeting to advise on improving subject recruitment and retention concerns.


Subawards – This term is used when MIT issues an award to another organization or entity to help carry out the technical and scientific aspects of a project awarded to the Institute. A subaward relationship is generally described at the time of proposal submission, but is not consummated until after the award has been made to the organization submitting the prime proposal.

Typical subaward situations include agreements in which two or more qualifying institutions work collaboratively on a sponsored project. Each institution has its own PI; however, one of the collaborating institutions functions as the prime awardee and is the legal contact with the sponsor.

The characteristics of a subaward include:

  • The other organization is intended to carry out a portion of the scope of work
  • Typically includes collaboration on the project; both MIT and the other organization have PIs involved, though MIT is the lead institution
  • The subawardee retains control of any intellectual property that they develop

Subaward Budget/Proposal Development

To include a subaward in an MIT proposal, the Department, Laboratory, or Center (DLC) obtains the following from the subaward institution:

  • A brief description of the scope of work proposed by the subawardee
  • A detailed budget, to be included in MIT's application to the sponsor. Budget to include Direct and F&A costs for the subawardee (typically in the same budget format as the MIT budget)
  • A face page or cover sheet bearing the signature of the subawardee institution's authorized official or a cover letter from the authorized official at the subawardee organization stating that it is willing to abide by the sponsors terms should an award be made
  • Other documentation as required, such as the PI's curriculum vitae as well as current and pending support
  • The proposed subawardee includes its total costs (Direct Costs + F&A) in its submission to MIT for inclusion in the MIT proposal

Sample Budget Justification

Marsha Roberts, PI, Riverside University, has collaborated with Institute PI Michael Lucco for the past ten years. Dr. Roberts will direct her laboratory's work with experimental aspects of this project while Lucco will be responsible for theoretical studies. Their work together has resulted in the Roberts-Lucco Scale for small molecule vibrations. The proposed new experimental studies are expected to further refine the scale and expand its applicability in the small molecule vibrational-rotational stability field.