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 such as inability to obtain a satisfactory invoice, non-performance, etc.
Subaward Changes
You may need to request changes to an outgoing subaward. Subaward modification requests must be submitted via SAGE Subaward Module 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 include an updated SAGE Budget Worksheet if required.
To request a modification or otherwise edit your subaward you must either be:
- Listed as a contact on that subaward (Preparer, PI or Financial Contact); or
- Have a Subaward Preparer ASTRA role.
To request changes to 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 pages 14-16 in the SAGE: Subaward Quick Guide for instructions and guidance on creating a subaward modification in SAGE Subawards.
Frequently Asked Questions
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 the 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.