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Guidelines for Subawards 


Purpose

The purpose of this guideline is to provide guidance for the sub award process regarding requesting, executing and monitoring a Sub Award.

Applicability

Principal Investigators (PIs), Financial Officers and Research/Departmental Administrators, Grants and Contracts Analysts and/or any other administrators managing sponsored projects.

Subaward Approval

Except for the purpose of obtaining goods and services for the proposer's own use which creates a procurement relationship with a contractor, no portion of the proposed activity may be sub-awarded or transferred to another organization without prior written from the sponsoring agency.  authorization. Such authorization must be provided either through approval specifically granted in the award notice or by receiving written prior approval from the appropriate sponsored official after an award is issued. If the subaward organization is changed, prior approval of the new subaward organization must be obtained from the appropriate sponsor official.

Subaward  Execution

Sub-awards are negotiated by Research and Commercial Agreements (RCA) and are typically written as cost-reimbursable with detailed invoices required.

 UNT typically assesses indirect cost on the first $25,000 of a sub-award. Sub-awards usually comply with all terms and conditions of the prime award.

Subaward Oversight

After the sub-award agreement is fully executed and work has started, it is the PI’s responsibility to:

  • Review and approve all invoices from the sub-recipient to ensure funds are spent appropriately and within the approved budget.
  • Review and approve budget revision requests from the sub recipient.
  • Monitor the progress of the sub-award and obtain all required deliverables.

When the sub-recipient submits an invoice for reimbursement, the invoice must be signed by an authorized official of the sub-award entity. Final invoices should be received from the sub recipient within 30 days after the sub-award end date.

Sub-Awards and Sub-Award Monitoring Policy

In accepting a sponsored project award, the University of North Texas (UNT) has legally committed itself to fulfill the purposes and requirements of the sponsored project through use of university personnel, resources, and facilities. When UNT makes a sub-award to assign responsibility for conducting a portion of the work required to a sub-recipient, UNT remains responsible to the sponsor for management of the funding and meeting performance requirements. This policy establishes guidelines for: (i) stewardship of funds used to pay sub- recipients; (ii) confirming that UNT and its sponsors receive value for funds expended; and (iii) promoting appropriate responsibility and accountability in university/sub-recipient relationships. Additionally, this policy promotes compliance with federal and state legal requirements related to sub-recipient monitoring.

Read the full policy: 13.016 Sub-Awards and Sub-Award Monitoring

Frequently Used Resources

Quick Links

Policy Guideline Created: August 19, 2024
Questions? Contact Grants and Contracts Administration or 940.565.3940
Read the full policy: UNT Policy Guidelines for Sub-Awards