This article explains how to:
Attachments for Subawards are associated with individual subaward requests. There are two subsections: Department Request Documents for attachments uploaded by campus and OSP Documents. Campus users can view any OSP uploaded attachments or any Auto-Generated Document for the subaward request.
Note: You can view, delete, or update any attachment regardless of the subaward request status.
To attach a document to a subaward request
- Select the Lock icon to unlock the request, if needed.
- Select Add Attachment, and then enter a description for the attachment.
- Use the File Type drop-down menu to select the type of document you plan to attach. Attachments with a type of Department Attachment will be listed in the Department Request Documents subsection. All other types will be listed under OSP Documents. The possible file types are:
- Agreement
- Audit Items
- Department Attachment
- FFATA Report For Grants
- FFATA Collection Form
- FSRS Filing Confirmation
- Supporting Documents
- To/From Communications
- Click Browse to locate the file you want to attach, click the file name to select it and then click Open, or double-click the file name.
- Once you have selected your file, click Upload to complete the process.
Note: You can change the File Type after you have attached the document.
To view attached documents
- Click the Description to open the attachment in a new window.
To update an attached document
To upload a new version of an attached document, use the update function. SPAERC keeps all of the attached versions of a document.
- Click Update to the right of the attached document you want to update. The system will populate both the Description and File Type fields with the values from the document you are updating.
- Adjust the description as needed, then browse to find the new document and upload it. The updated version will display in the list of attachments.
- To see the earlier versions of a document, click the “+” to the left of the attachment description to expand the version history. Click the “-” button to contract it.
Note: You can update only the most recent version of a document.
To delete an attached document
- Click Delete to the right of the attached document you want to remove. You can update or delete only the most recent version of a document. The system will prompt you to confirm the deletion.
The following table describes the columns on the Subawards Tasklist and the type of information included in each column. The columns are listed in alphabetical order.
| Tasklist Column |
Description |
| Action Type |
Indicates the reason for the subaward action:
- New
- Modification
- Non-Contractual Revision
|
| Cycle # |
Cycle that contains the subaward; may be blank |
| Date Created |
Creation date of the subaward action |
| eGC1 Number |
Application (eGC1) number associated with the subaward action |
| FA # |
Funding Action associated with the subaward action |
| FFATA Reporting Required |
Indicates whether an SC requires FFATA reporting |
| Has Attachments? |
Icon (blue page with folded corner) displays to indicate there are attachments |
| Last In OSP |
Date when the SA was most recently set to In OSP status |
| Modification Number |
Tracks the order in which modifications have been officially changed/executed on subawards |
| Project Title |
Populated from the Full Application Title of the associated eGC1 |
| Resubmitted |
Displays Yes for a request currently in “In OSP” or “OSP Assigned” status whose prior status was “Returned” or “Withdrawn” |
| SA Amount |
Dollar amount associated with the subaward action; may be blank |
| SA Assigned To |
Person or place the subaward is assigned to |
| SA Assignment Date |
Date the subaward was assigned |
| SA End Date |
End date of the funding period |
| SA FFATA Reporting Date |
The date the amount of the SA was recorded in the federal FSRS database |
| SA ID |
System-generated unique number for the subaward request |
| SA Issue Date |
Reporting date for the subaward request |
| SA Start Date |
Start date of the funding period |
| SA Status |
Status of the subaward request: Composing, Withdrawn, etc. |
| SC Status |
For an initial (New) subaward request, the SA and SC status are the same. Once they reach Active status, the SC status is independent of the status of any child SA requests. |
| Sponsor Award # |
Value associated with the Funding Action for the subaward action. Does not appear on the Subaward page. |
| Sponsor Name |
The proposal sponsor |
| Subaward ID |
System-generated unique number for the subaward |
| Subrecipient |
Entity that is doing the research on the outgoing subaward |
| Subrecipient PI Name |
PI associated with the subrecipient |
| UW BPO # (CR) |
Purchase Order (Contract Request) number associated with the subaward action |
| UW PI Name |
PI associated with the UW application (eGC1) |
You can personalize your tasklist to display only the information you’re interested in tracking. For example, you can define the columns that display and the order of the columns, among other things.
When you open a subaward in any status other than Composing, you will see a page with the following sections.
| Field |
Description |
| Subaward Summary |
| Project Title |
This is the long title from the eCG1 associated with the most recently created subaward request. You can display the title on the tasklist, and use it to search for items. |
| Project Short Title |
This is the short title from the eGC1. |
| Subrecipient |
This is the name of the institution with which the UW is collaborating. |
| Subaward Status |
Status can be In OSP, OSP Assigned, Issued, Expired, Closed Out, or Canceled. |
| Subaward Start/End Date |
The start date value is that of the oldest subaward request (by date created) in any status other than Canceled.
The end date is determined as follows:
- If there is only one SA (Type = New; any SA status), then the Subaward End Date is the SA’s Period End Date
- If there are one or more Modification SAs in a status of Active, Expired, or Closed Out, then the Subaward End Date is the Period End Date on the most recent SA.
- If there is a Modification SA with Type = Early Termination in a status of Active, Expired, or Closed Out, then the Subaward End Date is the Period End Date from that Modification SA.
|
| Total Subaward Amount |
Calculated total based on the New and Modification subaward requests in Active, Expired, or Closed Out status.
- If there is only one SA (Type = New; any SA status), then the amount is the SA’s Period Amount.
- If there are one or more Modification SAs in a status of Active, Expired, or Closed Out, then the Total Subaward Amount is the cumulative total of the SA Period Amounts for the New SA and the qualifying Modifications.
|
| Automatic carry forward authorized by PI? |
Yes, No, or Not Applicable |
| OSP Managed Information |
| Subrecipient Type |
Types are:
- Federal Government
- State and Local Government
- Foreign
- Other Non-Profit
- Higher Education
- K-12 Education
- Private Industry
- Health Care.
|
| Subrecipient DUNS |
Enter the 9 digit DUNS number for the subrecipient. |
| DUNS+4 |
Enter the DUNS+4 number for the subrecipient. |
| Sponsor |
The agency sponsoring the research, the originating sponsor. |
| Sponsor Type |
The type of agency sponsoring the research. |
| Parent Sponsor |
The parent of the sponsor, if there is one. |
| Subaward Amount Subject to UW F&A Costs |
This is a calculated value and is the dollar amount subject to UW F&A Costs, determined by the type of base F&A rate applied to the subaward. |
| UW Subaward F&A Cost Base Type |
This value is pre-populated from the Funding Action. It identifies the type of F&A base that is used for the subaward. Possible values are:
- Modified Total Direct Cost (MTDC)
- Total Direct Cost (TDC)
- Salary & Wages (S&W)
- Other
- N/A
|
| FFATA Reporting Required |
Indicates whether an SC requires FFATA reporting. |
A subaward is the portion of a UW grant which a different institution will complete.
For example, NIOSH awards the UW $5,000,000 for a project, and UW sends $20,974 to Northern Illinois University to do a portion of the project. A purchase order/contract request (BPO/CR) provides payment to the outside institution.
The campus research team originates both new subaward requests and modification requests. The Subawards Group within OSP then manages the requests.
You must have the OSP Subcontracts ASTRA role in order to unlock and work with subawards in SPAERC.
NOTE: Documentation on the views shared with campus are covered in the SAGE Subawards User Guide.
