Subawards

The UW Principal Investigator (PI) is responsible for the progress of a sponsored project, including the oversight of any subawards. Managing outgoing subawards includes monitoring activities and coordinating changes during the life of the project.

Subrecipient Monitoring

Subrecipient monitoring means verifying that our subrecipient is following technical, financial, and compliance requirements.

PIs and departments can manage monitoring in different ways for different projects, but must make sure:

• Subrecipient performance matches their scope of work
• To receive and review deliverables (i.e., reports, data) in a timely manner
• Invoices are representative of the scope of work & adhere to costing policies
• Subrecipient is adhering to the terms and conditions of the subaward
• To maintain ongoing communications with subrecipients, as the project demands.

Remember to:

• Retain documentation of monitoring activities
• Alert the Office of Sponsored Programs (OSP) Subawards team via ospsubs@uw.edu of problems such as inability to obtain a satisfactory invoice, non-performance, etc.

Subaward Changes

You may need to request a modification or changes to an outgoing subaward. Modification requests must be submitted via SAGE for any of these changes:

• Funding (SAGE entry must reflect amount being added/subtracted)
• Period of Performance
• Scope of Work
• Principal Investigator
• Terms and Conditions

Don’t forget to submit an Ariba CR/BPO version (required) after you receive notice of the signed subaward modification for changes to:

• Funding
  • Ariba needs to reflect cumulative total for entire BPO, reflecting the amount available for invoicing
• Period of performance

To request a modification or otherwise edit your subaward you must either be:

• Listed as a contact on that subaward (Preparer, PI or Financial Contact); or
• Have a Subaward Preparer ASTRA role.

To modify an existing subaward in SAGE click on “create modification” from within the subaward record.

Do not create a new subaward request in SAGE if you need to request a change to an existing subaward.

OSP drafts a modification to the subaward agreement based on information in the SAGE request. After we have a modification signed by both parties, OSP:

• uploads a copy of the modification to SAGE,
• notifies the subrecipient and department requester.

Review the SAGE: Subaward Quick Guide for instructions and guidance.

Carryforward and New Blanket Purchase Orders

When approving a Subaward BPO in Ariba, UW Procurement confirms the totals in Ariba match the subaward total in SAGE. If you request a new BPO for a subsequent budget period that includes carryforward from the previous year’s BPO, include an explanation in the comments of the new BPO.