A subaward is a portion of an award that is distributed by the University of the original award (pass-through entity or prime) to a third party (subrecipient or subawardee) to facilitate performance of and payment for project work in compliance with project’s terms and conditions. When the prime award is made to the University and accepted by Sponsored Program Services (SPS), an account number is assigned and the Principal Investigator (PI) is notified.
A subaward may be issued by the University as the recipient of a prime award or as the Subrecipient of another institution’s prime award. The University now uses the Federal Demonstration Partnership (FDP) subaward template for Research Subaward Agreements (RSA).
Subawards are typically funded on an annual basis, renewable for additional periods as appropriate or based on availability of prime award funding. Modifications or amendments may be made when circumstances require a change to terms and conditions.
Projects that involve subawards have special requirements both at the proposal and the award stage as well as during the life of the subaward.
Initiating a Subaward
To initiate a subaward, the PI or department administrator must submit a request for a subaward by email (firstname.lastname@example.org) or via campus mail, Unit 1133. Incomplete submissions will not be processed. Upon receipt of a request from the department administrator or PI, SPS will review, process and issue the subaward agreement.
The following information must be included with the request/form:
- Period of performance
- KFS account number
- Subawardee name, complete address, telephone number and contact email address
- Statement of work
- Detailed budget and budget justification
- Subrecipient Consortium Statement & Checklist (completed and signed)
To avoid unnecessary delays the PI or department administrator should submit a requisition in the Kuali Financial System (KFS). Once the agreement is fully executed, SPS will encumber the funds in KFS on a Purchase Order before invoices from the subrecipient may be received and routed for approval for payment.