Checklist: Subawards 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

• Preparing Proposals with Subawards ^[1]
• Subaward Budget Development and F&A Calculations ^[2]
• How to Set Up Subaward Worksheets on the SAGE Proposal Budget ^[3]

Subawards at Setup

1. Familiarize yourself with the overall UW subaward process

• Review these videos illustrating the entire workflow for UW subaward process.
  • Outgoing Subawards First Steps ^[4]
  • Next Steps to Establish and Set Up an Outgoing Subaward ^[5]

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

• Make sure the subrecipient is listed as a supplier and also a subrecipient in Workday ^[6].
  • Review GCA’s Recommended Reports ^[7] for instructions on how to Find Supplier and Find Subrecipient ^[8].

3. Confirm Subrecipients are listed in SAGE as Subrecipients

• Review SAGE guidance for Subrecipient Selection ^[9] 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.
  • New subrecipients must complete the Subrecipient Entity Certification ^[10] form.

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.
  • Review the How to Set Up Subaward Worksheets on the SAGE Award Budget ^[11] job aid.
  • When an ASR is complete OSP will review & send to GCA.
  • GCA will set up the prime award, the subaward award lines and grant worktags in Workday.
  • Award Preparers receive a SAGE notification ^[12] that the Award is available in Workday.

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 ^[13].
• Review process steps on Award Changes ^[14].
  • 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 ^[12] 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 ^[15] 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 ^[16] to see subaward status, payments and balances in Workday.

Manage Subawards

Monitoring Subaward Activity

Subrecipient monitoring ^[17] 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 ^[18]

Invoicing

• Provide your subrecipients with the For Suppliers ^[19] 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.
  • Review How to Approve Invoices for the PI ^[20] for guidance

Troubleshooting Invoicing

• Review Invoicing ^[21] 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 ^[22] 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 ^[23] for step by step instructions on creating a modification request.
• Need to make changes to the subaward award line in Workday?
  • Request changes to the subaward award line ^[24] in Workday via a GCA Only MOD in SAGE.

Subawards at Closeout

• Follow the steps outlined in the OSP Subaward Closeout ^[25] webpage.
• Follow the steps outlined in the GCA Close a Subaward Award Line ^[26].
• Review Changing or Closing Orders ^[27] information on closing out PO.

Resources and Learning Opportunities

Job Aids and Guides

• SAGE Subaward User Guide ^[28]
• How to Set Up Subaward Worksheets on the SAGE Proposal Budget ^[3]
• How to Set Up Subaward Worksheets on the SAGE Award Budget ^[11]
• Working with Subaward Worksheets and University of Washington Facilities & Administrative Rates on the SAGE Award Budget ^[29]
• SAGE Subaward Quick Guide ^[30]

Additional web guidance

• What is a complete Award Setup Request ^[31]
• Subaward Setup ^[5]
• Manage Subawards ^[18]
• Subaward Closeout ^[25]
• Subaward FAQs ^[32]

CORE courses

• Subaward Fundamentals ^[33]
• Subawards in SAGE ^[34]