Guidelines for Awards Involving Both Campuses
Weill Cornell Medical College is a unit of Cornell University, but because we are administratively separate and have separate research and financial systems, there are certain steps - similar to those associated with a subcontracting institution - that need to be followed to ensure that each campus's needs are accommodated.
The relationship is called a collaboration, not a consortium. The contract document is called a Memorandum of Understanding (MOU). Please review the procedures described below and summarized in the attached flow chart.
Awards with Ithaca Campus as the administering office:
Ithaca Campus: Establishing a Memorandum of Understanding (MOU)
Once the Award has been distributed (i.e. the administering unit has received the award summary sheet via the SPS Portal), an MOU should be requested by the Ithaca PI (or designee) using the Subcontracts tab in the Portal. A scope of work and budget must be provided, if not already available in, or altered from, the proposal submitted. If the proposal was not originally routed through WCMC as required, a signed WCMC routing form will be required by the WCMC Research and Sponsored Programs Office (RASP).
Weill Cornell Campus: Receiving a Memorandum of Understanding
The Weill Cornell RASP Office will forward a copy of the fully executed MOU along with other required documents to Research Accounting, which will open /update an account FRS system.
Weill Cornell will issue an invoice to the contact identified on the MOU. The receiving department should forward this invoice directly to the OSP-F accountant for the award (the name of the relevant accountant may be found in the Portal). The OSP-F accountant will make the appropriate entries in the Weill Cornell due to/due from account as well as the award account to initiate the charge. So that awards may be closed out promptly, invoices will normally be required no later than 45 days following the termination date of the award.
Awards with Weill Cornell as the administering office
Weill Cornell Campus: Establishing a Memorandum of Understanding (MOU)
Once the Award is received, the Weill Cornell RASP Office will issue an MOU to Ithaca's OSP. Weill Cornell and Ithaca budgets must be provided (Ithaca's budget must be signed by Ithaca's OSP). A scope of work for Ithaca must also be provided, if not already available in, or if altered from, the proposal submitted. If the Ithaca PI's proposal was not originally routed through Ithaca's OSP as required, a scope of work, budget and form 10 along with any additional documents required must be routed and approved by Ithaca's OSP. A Purchase Order is also required using the subcode 7980.
Ithaca Campus: Receiving a Memorandum of Understanding
Once OSP receives the MOU and Purchase Order, the award will be entered into the Ithaca system and distributed via the OSP Portal. All pending compliance approvals (e.g. IACUC) must be obtained and all required documents (scope of work, budget and Form 10) must be received by OSP prior to the distribution of the award.
OSP-F will invoice the Weill Cornell contact identified on the PO. The OSP-F accountant will make the appropriate entries in the Weill Cornell due to/due from account as well as the award account to initiate the charge. So that awards may be closed out promptly, invoices will normally be required no later than 45 days following the termination date of the award.
Need Help? All OSP GCOs should be able to help you, and the best place to start is with your GCO or the OSP-F accountant for the particular source. You may also contact Pamela Plotkin, OSP Deputy Director (firstname.lastname@example.org, 607 254-8329) or Amy Zier, RASP Contracts and Grants Manager, (email@example.com, 212 821-0949) for assistance.