UW Research
Policies, Procedures and Guidance

Job Aid: Subawards Checklist from Proposal to Closeout

A checklist of steps, guidance and resources for working with subawards throughout the research project lifecycle.

Subawards at Time of Proposal

Review Guidance

Subawards at Setup

1. Familiarize yourself with the overall UW subaward process

2. Confirm Subrecipients are Listed in Workday as Suppliers and Subrecipients

3. Confirm Subrecipients are listed in SAGE as Subrecipients

  • Review SAGE guidance for Subrecipient Selection for details.
  • If you cannot find the subrecipient you’re looking for, send an email request to ospsubs@uw.edu with the subject line “New Subrecipient.” If the subrecipient is not found in SAGE, it is likely a brand new subrecipient entity.

4. Request Setup of Workday Subaward Award Line and Grant Worktag

There are two different ways to add a subaward to an award.

If you know the subawards at time of Award Setup, request subaward award lines as part of an Award Setup Request (ASR) in SAGE.

  • Include a SAGE Budget Subaward Worksheet for each outgoing subaward in the SAGE budget linked to the ASR.

If you need to add a subaward to an existing award, submit a SAGE OSP/GCA Modification Request. Include the URL for the snapshot of the SAGE Award Budget that includes the subaward budget worksheet you want set up in Workday.

  • Review how to create a SAGE Budget Snapshot Job Aid.
  • Review process steps on Award Changes.
    • When the MOD is complete OSP will review & send to GCA.
    • GCA will set up the subaward award line and grant worktag in Workday.
    • Award Preparers receive a SAGE notification that the Award is available in Workday.

5. Submit SAGE Subaward Request

After the ASR or MOD is processed, you can submit a SAGE Subaward Request.

  • Review the SAGE Subaward User Guide for step by step instructions on creating a new subaward request.
    • Note the “SC” number is assigned to the Subaward in SAGE when you save.
    • Always include the subaward award line’s GR# assigned from Workday, as well as the relevant ASR/MOD#.
    • Include any subrecipient agreement special requests in your Special Terms or Instructions for OSP.
    • When the Subaward Request in SAGE is complete, you can submit.
    • Your Subaward Request will be assigned to an OSP Subaward Administrator.

6. Watch for communication from OSP, GCA and Procurement regarding subaward process

  • Monitor Workday Inbox for prompt to Approve Purchase Order.
    • Receiving a PO in Workday for a Subaward happens AFTER OSP has negotiated the subaward agreement with the subrecipient.
  • Look for email to subrecipient from OSP that includes PO#.
    • The campus contact in SAGE will be copied on the email when OSP sends the fully executed agreement to the subrecipient which will include the PO#.
  • Watch for change in status of SAGE subaward request to “Active” in your SAGE dashboard.
    • OSP finalizes the subaward request in SAGE and the SAGE status of the subaward request displays as “Active.”
  • Watch for the linkage to appear between the grant worktag and supplier contract in Workday.
    • GCA creates a link between the subaward award line’s grant worktag and the supplier contract. This link helps with Workday subaward reporting.
    • Run Workday report Find Subawards R1218 to see subaward status, payments and balances in Workday.

Manage Subawards

Monitoring Subaward Activity

Subrecipient monitoring means verifying the subrecipient is following technical, financial, and compliance requirements

  • Track subaward expenditures in Workday to monitor spending
    • One approach: Use the R1234 report to track which invoices have been paid out. The Supplier Invoice (SI-###########) will show up as an operational transaction identifier when the report is run for the subaward grant worktag.
  • Monitor activities and coordinate changes during the life of the project. Review Manage Subawards

Invoicing

  • Provide your subrecipients with the For Suppliers guidance from UW Procurement.
    • Subrecipients must follow all of the Invoicing Requirements guidance precisely.
    • Consider providing your subrecipient with an invoice template to avoid scanning issues with GHX.
    • Subrecipients will email invoices to uwashington@ghxinvoicing.com.
    • GHX scans and matches the invoice to the PO in Workday, generating a Supplier Invoice number (SI-###########) that links to the PO.
    • An invoice may not automatically get linked to its proper PO and subaward worktags in Workday; troubleshoot this by running a Match Exceptions report.
  • Regularly review & approve invoices in Workday to pay your subrecipients. Invoice approval by both grant manager and PI is required for payment.

Troubleshooting Invoicing

  • Review Invoicing information from UW Procurement for more information on
    • Subrecipient submitted an invoice to GHX but the supplier invoice (SI) is not showing up in Workday.
    • Other questions about invoice requirements and statuses.
    • Workday reports to run to monitor invoices, and troubleshooting.
  • Run R1166 Invoice Match Exceptions report in Workday to track invoice issues.
    • In the memo field to the right on the R1166 report, you can download a copy of the invoice as submitted to confirm charges.
    • See guide on resolving the exceptions in order to assure timely payment to your subrecipients.

Managing Subaward Changes

  • Need to request changes to an existing subaward agreement?
    • Modifications to existing subaward agreements should be submitted through the SAGE Subawards Module.
    • Review the SAGE Subaward User Guide for step by step instructions on creating a modification request.
  • Need to make changes to the subaward award line in Workday?

Subawards at Closeout

Resources and Learning Opportunities

Job Aids and Guides

Additional web guidance

CORE courses