UW Research

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: inability to obtain 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 amount available for invoicing)
  • Period of performance

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

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.

Frequently Asked Questions

Once the Subaward is fully executed, how will the subrecipient entity get paid for the work they are doing?

Subrecipients will invoice your department via the Ariba network. Your department is responsible for receiving and approving the work for which you are being billed. Finally your department will release the invoice for payment via the Ariba network. UW Accounts Payable will receive the approved invoice and pay the subrecipient via the method set up in the Ariba network.

Why should I request a subaward modification?

There is an existing subaward and there are changes within the non-competing cycle to:

  • Funding (increase or decrease)
  • Period of Performance
  • Scope of Work
  • Principal Investigator
  • Subaward Terms and Conditions

Do not request a new subaward in SAGE when you want to change an existing subaward. Be sure to use the “Create Modification” link from the existing subaward record to request the modification.

What are my options if the Subrecipient Institution is not performing up to expectations?

There is a standard 30 days notice in the subaward for termination in the UW’s best interests or other substantial reason. Contact the OSP Subaward team at ospsubs@uw.edu and notify your OSP reviewer to explore remedies and solutions.