Process for Issuing Subawards

 

Setting Up New Subaward Agreements

• If there are Subawards involved with the PTA Account, the Sponsored Research Manager will set up the subaward agreement.
• Sponsored Research Manager will contact the Department Grant Manager to confirm amount to award the subrecipient has not changed if there were cuts in the notice of award.
• Sponsored Research Manager creates a subaward record in RAPPORT for each outgoing subaward which includes the following:
  
  • Subaward Agreement Number (RXXXX)
  • Subrecipient Name
  • Subrecipient PI Name
  • Dollar Amount
  • Full PTA Account Number, including assigned subaward expenditure type
  • Project Risk Level
• Sponsored Research Manager drafts a Subaward Agreement which includes the following information:
  
  • Subaward Budget
  • Statement of Work
  • Notice of Award
• Sponsored Research Manager emails the Subaward Agreement to the subrecipient with a carbon copy to the Department Grant Manager.
• Once the Subaward Agreement has been fully executed by both parties, a copy of the agreement is uploaded into RAPPORT by the Sponsored Research Manager with a notification sent to the Department Grant Manager.
• Please note, in general practice, OSP issues cost reimbursable subaward agreements, which means the subrecipient invoices us based on actual expenses. Under certain circumstances, and typically requiring sponsor prior approval, a fixed price subaward agreement may be allowed, but should be discussed with OSP prior to proposal and/or prior to subaward issuance. In unique circumstances, other payment and financial reporting terms and conditions may be approved and incorporated into the subaward agreement by OSP after discussing with all appropriate parties.

Modifying Subaward Agreements

• If a Subaward Agreement needs to be modified, the Sponsored Research Manager will set up a Subaward Amendment.
• Sponsored Research Manager will contact the Department Grant Manager to confirm amount to award in the amendment has not changed if there were cuts in the notice of award.
• Sponsored Research Manager creates a subaward amendment record which includes the following:
  • Updated PTA Account Number (if necessary)
  • Reviews Project Risk Level (if necessary)
• Sponsored Research Manager drafts a Subaward Amendment which includes the following:
  • Subaward Budget
  • Notice of Award
• Sponsored Research Manager emails the Subaward Amendment to the subrecipient with a carbon copy to the Department Grant Manager.
• Once the Subaward Amendment has been fully executed by both parties, a copy of the amendment is uploaded into RAPPORT by the Sponsored Research Manager with a notification sent to the Department Grant Manager.