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Outgoing Subawards

Outgoing Subaward Matrix

Pre-Award Activities with Outgoing Subawards

Proposal and Budget Development- Getting it Together
Principal Investigator
Unit/Department
College
OSPOther Resources
Identify subawardees/collaborators
Primary
For proposals with subrecipients, collect subrecipient documents (SOW, budget, budget justification, commitment form)
Primary
Assistance
Initial review of sub commitment form for completion including DUNS#, SAM.gov expiration, IACUC or IRB, IDC rate agreement
Assistance
Primary
For proposals with high-risk subrecipients (foreign entities or small businesses), develop fixed price/deliverable-based budget & SOW
Primary
Assistance
Proposal Review & Approval- Getting it Checked Out
Principal Investigator
Unit/Department
College
OSPOther Resources
Review subrecipient's materials and check for their institutional approval(s)
Primary

Assistance

Post Award Activities with Outgoing Subawards

Subcontracting- Getting Others Going
Principal Investigator
Unit/Department
College
OSPOther Resources
Submit PI Request to Issue form to OSP support team
PrimaryAssistance
Submit Authorization to Issue to Subaward Administrator with required paperwork
Primary
Draft Subaward Agreement and email to subrecipient
Primary
Negotiate terms with subrecipient
Primary
Process partially executed agreement for final signature and return to subrecipient, PI and department.
Primary
Email department for requisition number to issue a purchase order
Primary
Create requisition in KFS
Primary
Approve requisition request and create purchase order
Primary
Receive, review and email Subcontractor's Invoice to PI and department for review and approval
Primary
Review subrecipient invoice and email PI signed approval/rejection to OSP Subaward Invoicing Team
Primary
Assistance
Communicate invoicing issues with subrecipient and work to resolve, if needed
Assistance
Assistance
Primary
Submit request for payment of invoice to accounts payable
Primary
Request amendment to subaward by submitting required paperwork to OSP subaward administrator
AssistancePrimary
Draft, negotiate and finalize amendments including providing copy of fully executed amendment to subrecipient, PI and department
Primary
Subit PO change request to subaward accounting tech
Primary
Confirm completion of Subcontractor's work
Primary
Confirm receipt of Final Invoice, cost share fulfillment & closeout form
Primary
Collect subrecipient closeout documents Primary
Pay final invoicePrimary