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 include an updated SAGE Budget Worksheet if required.

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.

• Note: As of July 2023 areas of the Quick Guide are undergoing updates to align with the UW’s new Workday Finance.
  • References to “Funding Action (FA)” should be “Award” in Workday
  • A Purchase Order (PO) is no longer required to submit a subaward request in SAGE