Procedure Library

Request a Subaward

Purpose

Submit a request to issue a new subaward.

Applicability

Principal Investigators (PIs) of sponsored research that involves work to be performed by persons at an organization outside the University of Utah. 

The outside organization is referred to as a subrecipient and the subaward is a written agreement signed by OSP. At the time of proposal, PIs and department administrators are required to obtain a letter of intent to subcontract. At the time of award, PIs and department administrators are required to request a 'New Award Setup' through eAward and attach a detailed budget that includes all subaward costs broken out by individual subrecipients.

NOTE: The eAward transaction will include the Subrecipient Commitment Form. This form will need to be completed and signed electronically by the subrecipient.

Once the project is setup, the PI or department administrator will need to initiate the subaward process through the 'New Subaward Out' request in eAward. Each new subaward will require a separate transaction. Upon completion, OSP will receive this request and issue a subaward out to the subrecipient.

Subawards coming into the University of Utah from another organization are handled as incoming sponsored projects. See Submit a Proposal Overview.

Instructions

1. Prior to submitting a subaward request:
1. Determine if sponsor approval is needed
   
   1. If approval is necessary for assistance with making this determination, contact OSP.
   2. Verify that the budget period of subaward is within the start and end dates of the project.
   3. Verify that there is sufficient funding for the subaward allocated in the project.
      1. If necessary, submit a rebudget worksheet (xls) to OSP.
2. Request a 'New Subaward Setup' via eAward for each subaward once the project is setup.
   
   1. The following information is required to complete the request:
      1. Proposal ID and project number for the grant or contract funding the subaward
      2. Signed Subrecipient Commitment Form (contained in eAward).
      3. Statement of Work (SOW) for the subrecipient
      4. Verify of the start and end dates for the subaward (i.e. period of performance or budget period) are within the start and end dates of the project
      5. Budget or payment schedule for the amount of funding being awarded to the subrecipient as compensation for performance of the scope of work (NOTE: verify that sufficient funding is allocated for the subaward and, if necessary, submit a rebudget worksheet.)
      6. Any applicable special approvals for regulated activities being performed by the subrecipient (e.g. IRB, IACUC approvals)
      7. Reporting and/or deliverables required from subrecipient
3. Once it is determined that a subaward is appropriate, OSP drafts the subaward based on the request. All applicable terms and conditions of the prime award will be flowed down to the subrecipient organization. When drafting the subaward agreement, OSP will review the risk assessment contained in the Subrecipient Commitment Form, and any other information to determine if additional terms and conditions should be included in the agreement.
4. OSP will email the subaward agreement to the department for review. If there are no concerns or corrections needed, OSP email the approved agreement to the subrecipient, then negotiates the terms of the agreement with the subrecipient as necessary.
5. When the subaward is full executed, OSP submits a new requisition to Purchasing to request a Purchase Order (PO) in the amount of the subaward.
6. When the PO is assigned, OSP will send the PI and department administrator a Subrecipient Monitoring Notice email containing documentation for your records. See Monitoring an Active Subaward.
   1. The subrecipient is paid off of the PO. The PI and department administrator should verify that this information is correct.
   2. The subrecipient will submit invoices, referencing the assigned purchase order number. Invoices are processed by Accounts Payable. The PI is responsible for reviewing each invoice to confirm that subrecipient has performed the work and that charges are reasonable, allowable, and within budget.

Related Policies and Procedures

• Training > Department Administrator Research Training > Post Award Management: Subaward Out Transaction - eAward Minicourse
• Grant Life Cycle > Develop Your Proposal > Obtain Subrecipient Documentation
• Grant Life Cycle > Manage Your Award
• Procedure Library > Modify a Subaward
• Procedure Library > Monitor an Active Subaward
• Procedure Library > Subrecipient Proposal Budget