Using Inter- and Intra-Agency Agreements

Related Extramural SOP: Inter- and Intra-Agency Agreements SOP

This document details the actions required by program and administrative officers to process inter- and intra-agency agreements. The NIAID Budget and Financial Management Branch (BFMB) also plays a role by certifying that funds are available, assigning an agreement identification number, and verifying billing and accounting data. Ultimate signature authority resides with the NIAID Executive Officer.

Program officer responsibilities

• Be aware of NIAID procurement deadlines, which apply to incoming funds.
• Before you enter into an agreement, notify your division's senior administrative officer and the GMP or OA director, as appropriate. If NIAID will receive funds, contact the Administrative Office (AO) before you accept them.
• If NIAID originates the agreement:
  • Serve as the primary point of contact between all parties.
  • Contact the AO for guidance in selecting the appropriate agreement mechanism.
  • Write the draft agreement. Include project objective and scope, contact information for each partner organization, and statement of work (for contracts only). If you can state the agreement in a sentence, email the text to the AO for inclusion on NIH Form 1742.
  • Provide the AO and each partner organization with a review draft.
  • After all parties approve the draft, send an original of the finalized agreement to each partner organization for signature. Forward the returned originals to the AO for processing and NIAID signature.
• If a partner organization originates the agreement:
  • Review the draft text for technical compliance and manageability.
  • After each partner organization signs the finalized agreement, forward the originals to the AO for NIAID signature.

Administrative officer responsibilities

• When a program officer notifies you of a pending agreement, contact BFMB to obtain an IAA or MOU number and the reimbursable CAN (if NIAID is the receiving agency).
• After you obtain an agreement number, enter all relevant information in the Extramural Administrative Management Branch interagency log on the EAMB shared drive. NIAID uses the log to manage and track interagency agreements.
• Perform a technical and management review of the draft agreement and provide required fiscal information.
• When the program officer provides signed originals of the finalized agreement or emails a one-sentence agreement, prepare NIH Form 1742 or the Intra-NIH Direct Citation Agreement. On NIH-1742, include NIH EIN 152085811501 and the EIN for each partner organization.
• Forward agreements and NIH-1742 or Direct Citation Form to the BFMB.
• After obtaining NIAID final signatures, ensure that all parties to the agreement have a finalized original. Retain an original, signed agreement in the AO for a minimum of six years and three months after the agreement is executed.
• Distribute copies of the agreement to:
  • Program staff
  • BFMB
• For extramural agreements, also provide copies to:
• DEA, Referral and Program Assignment Branch for entry in the IMPAC system
• Grants Management Program or Office of Acquisitions (if appropriate)