Subaward Information

Incoming subawards

Need to be processed with pre-award and contracts in the grants and contracts department. Information for the incoming subaward process can be found on the pre-award page. 

Outgoing subawards

Start with the grants contracting administrators. Outgoing subawards may be identified during the new award process or after the award is already active. All outgoing subaward contracts must be negotiated and executed by contracts in the Grants and Contracts department.

PIs and/or Department administrators cannot sign subaward agreements or negotiate final contracts.

If the outgoing subaward is requested during the proposal process, pre-award will send the information to contracts to work on the outgoing subaward contract.

If the outgoing subaward is requested after the award has begun, it must be requested through the modification process in GRAMS. 

The following forms must be attached to the modification to allow for subaward processing:

1. Award Modification Request Form

2. Scope of work template form

3. Subrecipient Commitment Form

4. Budget Template Form

Some subawards may need additional documentation once processing begins; however, the request can be started with the above forms submitted in GRAMS.

Once the final contract has been signed by all necessary parties, contracts will send a final executed contract for the subaward to the post-award analyst to be given to the department administrator for processing.

Department Responsibilities:

Departments are responsible for entering the subaward into the ePRO requisition system, and this will generate a purchase order (PO) number for the subaward recipient to be able to invoice against.

Information on how to enter a subaward into the system is located below:

The department should track all subawards in its area to ensure that invoices are being received and paid in a timely manner, in order to complete the subaward in the period of performance listed on the subaward.

Reports for tracking subawards can be found on the budget analytics page that houses all PowerBi reports under Budget and Finance Reports – JAG003- Subawards.

PI Responsibilities:

The principal investigator (PI) is responsible for reviewing and approving all incoming invoices from the subrecipient in the ePRO system to ensure that funds are spent appropriately and within the approved budget. Monitor the progress of the subaward and obtain all required deliverables.

The PI should also review and approve any budget revision requests from the subrecipient and include contracts if any funding or contract changes need to occur.