UW Research

Subawards

Incoming Subawards

An incoming subaward is when another institution (pass-through entity) receives funding and issues a subaward to the UW (subrecipient) for a portion of the project.

Review information for setting up an incoming subaward.

Outgoing Subawards

You can request an outgoing subaward via SAGE once you have received your prime award and the associated UW budget number.

Review subaward permissions and set up your SAGE ASTRA “Subaward Preparer” role.

Learning Opportunities

Create and Submit Requests in SAGE:

Login to SAGE and select the “subawards” tab.

  • Is this a new subaward?  Use “create subaward”
  • Is an existing subaward being amended?  Use “create modification”
  • Include Ariba Contract Request (CR) or Blanket Purchase Order (BPO) number
  • Attach required documents
  • Submit to the Office of Sponsored Programs (OSP)

After your subaward has been fully executed and placed in “Active” status in SAGE, remember to submit Ariba CR/BPO for approval so your subrecipient can submit invoices.

Required Documents

NEW subaward requests must have:

  • Letter of Intent (LOI) or subrecipient face page signed by authorizing official
  • Subaward Scope of Work (SOW) that includes background info/objectives and a clear description of the work to be performed
  • Detailed budget on prime sponsor budget form or spreadsheet, and
  • Budget Justification that ties specifically to the budget line items.

Modification requests must include backup documents for the requested changes.
Examples:

  • Is funding being added?  Provide a detailed budget.
  • Is the Scope of Work being changed? Provide a new Scope of Work.

The subrecipient negotiated F&A rate agreement may also be required.