{"id":455,"date":"2016-09-22T09:50:43","date_gmt":"2016-09-22T16:50:43","guid":{"rendered":"https:\/\/www.washington.edu\/research\/?page_id=455"},"modified":"2025-01-27T14:03:49","modified_gmt":"2025-01-27T22:03:49","slug":"subawards","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/myresearch-lifecycle\/setup\/subawards\/","title":{"rendered":"Subawards"},"content":{"rendered":"<h2>Contents<\/h2>\n<div class=\"table-of-contents\">\n<ul class=\"list-unstyled\">\n<li><a href=\"#incoming-subawards\">Incoming Subawards<\/a><\/li>\n<li><a href=\"#first-steps\">Outgoing Subawards &#8211; First Steps<\/a><\/li>\n<li><a href=\"#next-steps-subawards\">Next Steps to Establish and Set Up a Subaward<\/a><\/li>\n<li><a href=\"#reqd-docs\">Required Documents<\/a><\/li>\n<li><a href=\"#compliance\">Compliance Considerations<\/a><\/li>\n<\/ul>\n<\/div>\n<p><a name=\"incoming-subawards\"><\/a><\/p>\n<h2>Incoming Subawards<\/h2>\n<p>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.<\/p>\n<p>Review information for setting up an <a href=\"https:\/\/washington.edu\/research\/myresearch-lifecycle\/setup\/sponsor-requirements\/non-federal\/#subs-in\">incoming subaward<\/a>.<br \/>\n<a name=\"first-steps\"><\/a><\/p>\n<h2>Outgoing Subawards &#8211; First Steps<\/h2>\n<p>When an award includes an outgoing subaward, a variety of steps must occur before we can pay a subrecipient for their work on a °®¶¹ÉçÇø award.<\/p>\n<p>These initial steps must happen before <b><i>anything else <\/i><\/b>in the process and are critical for us to be able to pay our subrecipient for their work on our award. After you take these steps you can move through the <a href=\"#next-steps-subawards\">rest of the steps<\/a> in SAGE and beyond.<\/p>\n<p>Watch the video or walk through the steps that follow on your own.<\/p>\n<p>Review the <a href=\"https:\/\/www.washington.edu\/research\/policies\/subawards-checklist-from-proposal-to-closeout\/\">Job Aid: Subawards Checklist from Proposal to Closeout<\/a><\/p>\n<div style=\"padding: 62.5% 0 0 0; position: relative;\"><iframe style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%;\" title=\"First Steps: Before Requesting a Subaward\" src=\"https:\/\/player.vimeo.com\/video\/911281230?badge=0&amp;autopause=0&amp;player_id=0&amp;app_id=58479\" frameborder=\"0\"><\/iframe><\/div>\n<p><script src=\"https:\/\/player.vimeo.com\/api\/player.js\"><\/script><\/p>\n<hr \/>\n<div id=\"uw-accordion-shortcode\">\n<h3>First Steps - Before Requesting a Subaward<\/h3>\n<div class=\"js-accordion\" data-accordion-prefix-classes=\"uw-accordion-shortcode\">\nPlease note: confirming a subrecipient is a supplier and also listed as a subrecipient in Workday is a campus unit responsibility. This can happen at any time before you request a new subaward in SAGE.<\/p>\n<ul>\n<li>Review\u00a0<a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/subawards\/create-a-new-subaward-request\/#subrecipientselection\" target=\"_blank\" rel=\"noopener\">SAGE guidance for Subrecipient Selection<\/a>\u00a0for details.<\/li>\n<li>If you cannot find the subrecipient you\u2019re looking for, send an email request to <a href=\"mailto:ospsubs@uw.edu\">ospsubs@uw.edu<\/a> with the subject line \u201cNew Subrecipient.\u201d If the subrecipient is not found in SAGE, it is likely a brand new subrecipient entity.\n<ul>\n<li>New subrecipients must complete the\u00a0<a href=\"https:\/\/www.washington.edu\/research\/forms-and-templates\/instructions-subrecipient-entity-certification-form-domestic-and-foreign\/\" target=\"_blank\" rel=\"noopener\">Subrecipient Entity Certification<\/a>\u00a0form.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Subrecipient listed as a Supplier in Workday?<\/h2>\n<p>The subrecipient must be listed as a supplier within Workday. If they are not, complete the UW Supplier Registration Request form in UW Finance Connect. This generates a request to the Business Systems Team to initiate steps with the supplier for Supplier registration. Note that the UW Connect form must be completed by the UW requesting department and not by the supplier. <a href=\"https:\/\/www.washington.edu\/research\/faq\/how-do-we-know-that-a-subrecipient-is-a-supplier-in-wd\/\">How do we know that a subrecipient is a supplier in Workday?<\/a><\/p>\n<p>Review GCA\u2019s\u00a0<a href=\"https:\/\/finance.uw.edu\/gca\/resources\/recommended-reports\" target=\"_blank\" rel=\"noopener\">Recommended Reports<\/a>\u00a0for instructions on how to\u00a0<a href=\"https:\/\/finance.uw.edu\/gca\/resources\/recommended-reports\/find-subrecipients-and-find-suppliers\" target=\"_blank\" rel=\"noopener\">Find Supplier and Find Subrecipient<\/a>.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Is the entity listed as a Subrecipient in Workday?<\/h2>\n<p>If the entity is listed as a supplier, but not yet listed as a subrecipient in Workday, send an Award Portal ticket to GCA and request the subrecipient be added to Workday.<\/p>\n<p>Review GCA\u2019s\u00a0<a href=\"https:\/\/finance.uw.edu\/gca\/resources\/recommended-reports\" target=\"_blank\" rel=\"noopener\">Recommended Reports<\/a>\u00a0for instructions on how to\u00a0<a href=\"https:\/\/finance.uw.edu\/gca\/resources\/recommended-reports\/find-subrecipients-and-find-suppliers\" target=\"_blank\" rel=\"noopener\">Find Supplier and Find Subrecipient<\/a>.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Prime Award from Sponsor Set Up in Workday?<\/h2>\n<p>First, determine whether the prime award is set up in Workday. The prime award must be approved by the Office of Sponsored Programs (OSP) and set up by Grant and Contract Accounting (GCA) in Workday before a subaward request is submitted in SAGE. You can tell that an award is set up by looking for a \u201c<a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/awards\/award-requests-list\/\">Processed<\/a>\u201d status of the Award Setup Request or Award Modification Request in SAGE.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Award Line (Grant#\/GR#) for Subaward in Workday?<\/h2>\n<p>Additionally, the sponsor must have approved the subawards on the project. This approval can take many forms, depending on the sponsor.<\/p>\n<p>Prior to submitting a subaward request in SAGE, you must ensure each subaward has an Award Line (also referred to as a grant or GR#) in Workday. If the award line was created as part of the award set up process, you are all set. If not, you need to submit an Award Modification Request to OSP and GCA to have the new subaward award line added.<\/p>\n<p>Your Award Modification Request must include a SAGE budget with a worksheet for each subaward. The dates for the Subaward must fall within prime award start and end dates.<\/p>\n<p>Review <a href=\"https:\/\/www.washington.edu\/research\/learning\/online\/index.php\/lessons\/sage-budget-resources\/#subawards\" target=\"_blank\" rel=\"noopener\">SAGE Budget resources for subawards<\/a>.<\/p>\n<\/div>\n<h3>Ready to request a subaward in SAGE?<\/h3>\n<p>After these foundational steps are complete, you are ready to begin the subaward request.<\/p>\n<p>Note that if a subrecipient is not listed as both a supplier and a subrecipient in Workday, the UW cannot create a purchase order that the subrecipient needs. This means they will not be able to invoice the UW and get paid for the work they have done until that happens. These steps must happen before you can move onto requesting a subaward in SAGE.\n<\/p>\n<\/div>\n<\/div>\n<p><a name=\"next-steps-subawards\"><\/a><\/p>\n<h2>Next Steps to Establish and Set Up an Outgoing Subaward<\/h2>\n<div id=\"uw-accordion-shortcode\">\n<h3>Workflow for Establishing and Setting Up Subawards<\/h3>\n<div class=\"js-accordion\" data-accordion-prefix-classes=\"uw-accordion-shortcode\">\n<p>After you have completed the <a href=\"#first-steps\">essential first steps<\/a>,\u00a0you are ready to begin a Subaward Request in SAGE.<\/p>\n<p>Watch the Video or walk through the steps that follow on your own.<\/p>\n<div style=\"padding: 62.5% 0 0 0; position: relative;\"><iframe style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%;\" title=\"Subaward Workflow Overview\" src=\"https:\/\/player.vimeo.com\/video\/911294832?h=d3f7435318&amp;badge=0&amp;autopause=0&amp;player_id=0&amp;app_id=58479\" frameborder=\"0\"><\/iframe><\/div>\n<p><script src=\"https:\/\/player.vimeo.com\/api\/player.js\"><\/script><\/p>\n<hr \/>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Begin Subaward Request in SAGE<\/h2>\n<ul>\n<li>Create the SAGE Subaward Request and choose the Award (AWD#) associated with the subaward.<\/li>\n<li>Include the correct Workday GR# and ASR# or MOD# in the \u201cSpecial Comments and Instructions for OSP\u201d field.<\/li>\n<li>Review the <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/subawards\/\" target=\"_blank\" rel=\"noopener\">SAGE Subaward User Guide<\/a> for detailed information on creating Subawards in SAGE.<\/li>\n<li>Once you\u2019ve initiated a Subawards request in SAGE, the status in SAGE for the subaward request will be \u201cComposing\u201d.<\/li>\n<\/ul>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Submit Subaward Request in SAGE<\/h2>\n<p>After you complete the Subaward request in SAGE, submit it to OSP. The status of the subaward request in SAGE changes from &#8220;Composing&#8221; to \u201cIn OSP\u201d.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">OSP Administrator Assigned<\/h2>\n<p>OSP conducts a preliminary review to determine whether the request is complete. If it is not, OSP returns the request with notes about missing information or documentation. Once the request is complete, it is assigned to an OSP subaward administrator.<\/p>\n<p>If a subaward request is returned to campus in SAGE the SAGE status will be \u201cReturned.\u201d Once the request is complete and returned to OSP, it is assigned to an OSP subaward administrator.\u00a0 \u00a0The status of the Subaward request in SAGE will then read as \u201cOSP assigned.\u201d<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">OSP Issues Subaward to Subrecipient<\/h2>\n<p>The OSP subaward administrator drafts the subaward agreement and issues it to our subrecipient via email, copying the department contact listed in SAGE.<br \/>\nAt this point, the SAGE status of the subaward request is \u201cIssued\u201d.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Review &amp; Negotiation<\/h2>\n<p>The subrecipient reviews the agreement and returns a Partially Executed Agreement back to the OSP subaward administrator who then negotiates terms, if necessary.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">OSP Requests Supplier Contract &amp; Purchase Order<\/h2>\n<p>Once the agreement is negotiated and partially executed, OSP submits a request to Procurement to create a Supplier Contract &amp; Purchase Order in Workday.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Procurement Creates Supplier Contract &amp; PO<\/h2>\n<p>Procurement creates the Purchase Order (PO) in Workday and routes it to the campus Grant Manager. The OSP subaward administrator receives notification of the new PO number.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Campus Reviews &amp; Approves PO in Workday<\/h2>\n<p>The campus Grant Manager reviews and approves the PO in Workday.<\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Subaward Signed &amp; Activated in SAGE<\/h2>\n<p>The OSP subaward administrator adds the PO # to the subaward agreement, signs, and emails it back to the subrecipient, copying the SAGE campus contact.<\/p>\n<p>OSP also finalizes the subaward in SAGE\u00a0and the SAGE status of the subaward request displays as \u201cActive\u201d. <\/p>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Award Line for the Subaward Activated in Workday<\/h2>\n<p>GCA receives notice of the Supplier Contract and Purchase Order and links them to the previously created subaward Award Line in Workday.<\/p>\n<ul>\n<li>Award line is linked to the supplier contract &amp; PO<\/li>\n<li>Award line is available to use<\/li>\n<\/ul>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Invoicing<\/h2>\n<p>Questions about Invoicing? Review <a href=\"https:\/\/finance.uw.edu\/ps\/how-pay\/invoicing\" target=\"_blank\" rel=\"noopener\">UW Procurement Invoicing Guidance<\/a>, or reach out to Procurement via email: <a href=\"mailto:pcshelp@uw.edu\">pcshelp@uw.edu<\/a><\/p>\n<p>Throughout the project, Subrecipients will email invoices to <a href=\"mailto:uwashington@ghxinvoicing.com\" target=\"_blank\" rel=\"noopener\">uwashington@ghxinvoicing.com<\/a>. They must include the complete Purchase Order number, including the \u201cPO-xxxxxxx\u201d prefix, on the front of all invoices pdf format is strongly recommended.<\/p>\n<ul>\n<li>Subrecipient emails invoices to uwashington@ghxinvoicing.com<\/li>\n<li>Include PO number \u201cPO-xxxxx\u201d<\/li>\n<li>PDF Format strongly recommended<\/li>\n<\/ul>\n<\/div>\n<div class=\"js-accordion__panel\" >\n<h2 class=\"js-accordion__header\">Invoice Approval <\/h2>\n<p>Questions about Invoicing? Review <a href=\"https:\/\/finance.uw.edu\/ps\/how-pay\/invoicing\" target=\"_blank\" rel=\"noopener\">UW Procurement Invoicing Guidance<\/a>, or reach out to Procurement via email: <a href=\"mailto:pcshelp@uw.edu\">pcshelp@uw.edu<\/a><\/p>\n<p>The campus Grant Manager reviews &amp; approves the invoice in Workday or requests updates from the subrecipient, if needed. This process is called \u2018receiving\u2019 in Workday and is required for an invoice to progress to the payment stage.<\/p>\n<p>Next, the UW PI reviews &amp; approves the invoice within Workday. After this approval, payment will be issued to the subrecipient.<\/p>\n<p>Please note: in order for payment to be issued, the invoice must be showing against the PO and the receiving function must have been performed in Workday. Both of these actions must be completed before payment can occur.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<p>Review <a href=\"https:\/\/www.washington.edu\/research\/faq\/subaward-faqs-summer-2023\/\">Subaward FAQs<\/a><\/p>\n<h2><a name=\"reqd-docs\"><\/a>Required Documents<\/h2>\n<p>NEW subaward requests must have:<\/p>\n<ul>\n<li>Letter of Intent (LOI) or subrecipient face page signed by authorizing official<\/li>\n<li>Subaward Scope of Work (SOW) that includes background info\/objectives and a clear description of the work to be performed<\/li>\n<li>Detailed budget on prime sponsor budget form or spreadsheet, and<\/li>\n<li>Budget Justification that ties specifically to the budget line items<\/li>\n<\/ul>\n<p>Modification requests must include backup documents for the requested changes.<br \/>\nExamples:<\/p>\n<ul>\n<li>Is funding being added? \u00a0Provide a detailed budget on prime sponsor budget form or spreadsheet<\/li>\n<li>Is the Scope of Work being changed? Provide a new Scope of Work<\/li>\n<\/ul>\n<p>The subrecipient negotiated F&amp;A rate agreement may also be required.<br \/>\n<a name=\"compliance\"><\/a><\/p>\n<h2><b>Compliance Considerations <\/b><\/h2>\n<p><span style=\"font-weight: 400;\">When establishing subawards, there are many compliance areas to consider. For example, human subjects and animal use protocols must be in place for subrecipient <\/span><span style=\"font-weight: 400;\">entities to engage in these types of research. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">To comply with GIM 8 Subrecipient Monitoring requirements, OSP conducts an entity risk assessment for each <strong>brand new subrecipient<\/strong> before adding the entity to SAGE as a subrecipient. New subrecipient entities will be asked to complete a <a href=\"https:\/\/www.washington.edu\/research\/forms-and-templates\/instructions-subrecipient-entity-certification-form-domestic-and-foreign\/\">Subrecipient Entity Certification form<\/a>.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Review:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/washington.edu\/research\/myresearch-lifecycle\/setup\/compliance-requirements-non-financial\/\"><span style=\"font-weight: 400;\">Non-Financial Compliance<\/span><span style=\"font-weight: 400;\"> Requirements<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/washington.edu\/research\/policies\/gim-7\"><span style=\"font-weight: 400;\">GIM 7: Sponsored Program Subaward Administration<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/washington.edu\/research\/policies\/gim-8\"><span style=\"font-weight: 400;\">GIM 8: Subrecipient Monitoring<\/span><\/a><\/li>\n<\/ul>\n<h2>Learning Opportunities<\/h2>\n<ul>\n<li>Gain practice using the <a href=\"http:\/\/www.washington.edu\/research\/tools\/sage\/\">SAGE training site<\/a><\/li>\n<li>Review <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/subawards\/\">SAGE Subaward User Guide<\/a><\/li>\n<li>Register to attend a <a href=\"https:\/\/www.washington.edu\/research\/research-administration-learning\/subawards-in-sage\/\">Subawards in SAGE<\/a> or <a href=\"https:\/\/www.washington.edu\/research\/research-administration-learning\/subaward-fundamentals\/\">Subaward Fundamentals<\/a> training course<\/li>\n<li>Review <a href=\"https:\/\/www.washington.edu\/research\/learning\/online\/index.php\/lessons\/sage-budget-resources\/#subawards\">SAGE Budget subawards resources<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Contents Incoming Subawards Outgoing Subawards &#8211; First Steps Next Steps to Establish and Set Up a Subaward Required Documents Compliance Considerations Incoming Subawards An incoming subaward&#8230;<\/p>\n<div><a class=\"more\" href=\"https:\/\/www.washington.edu\/research\/myresearch-lifecycle\/setup\/subawards\/\">Read more<\/a><\/div>\n","protected":false},"author":13,"featured_media":0,"parent":212,"menu_order":4,"comment_status":"closed","ping_status":"closed","template":"templates\/page-builder-lifecycle.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-455","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.0 - 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