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.
When an award includes an outgoing subaward, a variety of steps must occur before we can pay a subrecipient for their work on a University of Washington award.
These initial steps must happen before anything else 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 rest of the steps in SAGE and beyond.
Watch the video or walk through the steps that follow on your own.
Review the Checklist: Subawards from Proposal to Closeout
Please 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.
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. How do we know that a subrecipient is a supplier in Workday?
Review GCA’s Recommended Reports for instructions on how to Find Supplier and Find Subrecipient.
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.
Review GCA’s Recommended Reports for instructions on how to Find Supplier and Find Subrecipient.
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 “Processed” status of the Award Setup Request or Award Modification Request in SAGE.
Additionally, the sponsor must have approved the subawards on the project. This approval can take many forms, depending on the sponsor.
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.
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.
After these foundational steps are complete, you are ready to begin the subaward request.
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.
After you have completed the essential first steps, you are ready to begin a Subaward Request in SAGE.
Watch the Video or walk through the steps that follow on your own.
After you complete the Subaward request in SAGE, submit it to OSP. The status of the subaward request in SAGE changes from “Composing” to “In OSP”.
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.
If a subaward request is returned to campus in SAGE the SAGE status will be “Returned.” Once the request is complete and resubmitted to OSP, it is assigned to an OSP subaward administrator. The status of the Subaward request in SAGE will then read as “OSP assigned.”
The OSP subaward administrator drafts the subaward agreement and issues it to our subrecipient via email, copying the department contact listed in SAGE.
At this point, the SAGE status of the subaward request is “Issued”.
The subrecipient reviews the agreement and negotiates terms, if necessary. The subrecipient returns a Partially Executed Agreement to the OSP subaward administrator once negotiations are complete.
Once the agreement is negotiated and partially executed, OSP submits a request to Procurement to create a Supplier Contract & Purchase Order in Workday.
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.
The campus Grant Manager reviews and approves the PO in Workday.
The OSP subaward administrator adds the PO # to the subaward agreement, signs, and emails it back to the subrecipient, copying the SAGE campus contact.
OSP also finalizes the subaward in SAGE and the SAGE status of the subaward request displays as “Active”.
GCA receives notice of the Supplier Contract and Purchase Order and links them to the previously created subaward Award Line in Workday.
Questions about Invoicing? Review UW Procurement Invoicing Guidance, or reach out to Procurement via email: pcshelp@uw.edu
Throughout the project, Subrecipients will email invoices to uwashington@ghxinvoicing.com. They must include the complete Purchase Order number, including the “PO-xxxxxxx” or “BPOXXXXX” prefix, on the front of all invoices pdf format is strongly recommended.
Questions about Invoicing? Review UW Procurement Invoicing Guidance, or reach out to Procurement via email: pcshelp@uw.edu
The campus Grant Manager reviews & approves the invoice in Workday or requests updates from the subrecipient, if needed. This process is called ‘receiving’ in Workday and is required for an invoice to progress to the payment stage.
Next, the UW PI reviews & approves the invoice within Workday. After this approval, payment will be issued to the subrecipient.
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.
Review Subaward FAQs
NEW subaward requests must have:
Modification requests must include backup documents for the requested changes.
Examples:
The subrecipient negotiated F&A rate agreement may also be required.
When establishing subawards, there are many compliance areas to consider. For example, human subjects and animal use protocols must be in place for subrecipient entities to engage in these types of research.
To comply with GIM 8 Subrecipient Monitoring requirements, OSP conducts an entity risk assessment for each brand new subrecipient before adding the entity to SAGE as a subrecipient. New subrecipient entities will be asked to complete a Subrecipient Entity Certification form.
Review: