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Subaward Issuance

Information and supporting documents required to initiate a subaward

When the prime award is made to the University and accepted by OSP, Grant and Contract Accounting (GCA) assigns a budget number and the PI is notified.

To avoid unnecessary delays, the PI or designated UW Department staff should request the subaward at the time the budget number is issued. All supporting documentation (e.g. current budget, budget justification, letter of commitment or signed PHS398 form, and scope of work of the subrecipient) must be attached to the subaward request.

The subaward team reviews the prime award, subrecipient documentation and prepares the subaward agreement. The subaward team may request additional information from the UW PI and UW Department or the subrecipient PI and subaward entity in order to carry out a risk assessment as described in GIM 8, Subrecipient Monitoring.

Delay in receiving requested information will delay issuance of the subaward.

Issuance of the subaward

The University is a member of the Federal Demonstration Partnership (FDP), a program to streamline the operations of grants management between U.S. universities and certain federal agencies. Whenever possible, the University uses the Federal Demonstration Partnership (FDP) subaward template to transfer subaward funds to other FDP members.

Per the Uniform Guidance, all federally funded subaward agreements must contain the information required in ยง200.331(a).

Subawards are typically funded on an annual basis with renewals granted for additional time based on need and availability of prime award funding. Modifications may be made to subawards when circumstances require a change to the terms and conditions. Such modifications may be due to:

OSP issues the draft subaward agreement to the subrecipient for review and execution. If necessary, terms are satisfactorily negotiated, and the subrecipient returns the partially executed agreement and any required certifications to OSP. OSP then issues the fully executed final award to the subrecipient and copies the UW Department.