Outgoing Subawards


What is an outgoing subaward?

An award provided by UF to a subrecipient for the subrecipient to carry out part of a sponsored award at UF. A subaward may be provided through any form of legal agreement, including an agreement that UF considers a contract. (Uniform Guidance §200.92). “Subaward” and “Subcontract” are used interchangeably.

Subrecipient Selection Process

The Project Manager (Principal Investigator) for the University of Florida is in the best position to select the subrecipient that will be included in the proposal. The selection is based on the potential subrecipient’s technical experience and the ability to perform the portion of the scope of work being proposed to the Sponsor.

Proper attention should be paid to the relationship.  There are many ways to work with third parties.  An outline of the factors in the determination in the relationship are listed below. NOTE: Vendors and consultants are charged F&A on the full amount of the contract; subawards greater than $25,000 are excluded from the F&A base when using an MTDC base.

Subaward v. Vendor v. Consultant

Subaward

Vendor

Consultant

Intellectually significant portion of programmatic effort

Goods and Services provided within normal business operations

Service provided within normal business operation

Responsible for programmatic decision making

No programmatic decision making

Provides an expert opinion

Work performed by the subrecipient’s personnel, using their personnel at their facilities

Operates in a competitive environment

No programmatic decision making, but uses knowledge and expertise in field

Responsible for same regulatory and compliance requirements as prime recipient

Fee for Service

No stake in outcome of project

All partners – subaward, vendor, or consultant are required to be registered as a vendor in the University of Florida accounting system.

Frequently Asked Questions

What is the difference between a subaward and a subcontract?

The terms subaward and subcontract are often used interchangeably to indicate an agreement entered into with another institution or entity to conduct a portion of the research effort under funding received by the University of Florida from an external sponsor. Subagreement is another term that is also used. Technically, a subaward is issued when the primary source of funding is a grant award and a subcontract is issued when the primary funding source is a contract.

What information do I need to include in UFIRST for a new subaward or subcontract?

  • Subrecipient institution EIN and DUNS numbers
  • Subrecipient PI name and contact information
  • Subrecipient administrative name and contact information
  • A clear statement of work to be performed by the subrecipient PI
    • A scope of work provides a general overview of the subrecipient’s role in the project. The scope of work does not need to detail the exact scientific methodology or programmatic processes involved in carrying out the proposed work, but rather should provide sufficient detail in order to determine whether the subrecipient has fulfilled their requirements under the project.
    • A detailed budget for the amount being released
      • All subrecipients must provide a budget and budget justification for their portion of the project. The budget and budget justification should provide sufficient detail regarding the proposed expenses for the subaward.
      • Period of performance
      • Funding total to be released

How do I request a subaward/subcontract?

Once the UFIRST- Award is complete and a subrecipient record has been added by the department, the UFIRST-Award system notifies the outgoing Subaward Office automatically. The subaward staff will then use the subrecipient information submitted in UFIRST and begin creating a subaward agreement. After completing the subrecipient information in UFIRST, you can track the status of your subawards at any time by logging into the Subaward Tracking Tool.

Please note that if the subaward was not included in the initial proposal, sponsor approval may be needed prior to setting up the subaward

What is the difference between a fixed price and cost reimbursable subaward?

Under a cost reimbursable subaward, the Subrecipient invoices UF for expenses incurred under the subaward and then is reimbursed. The expenses, as always, should be allowable, allocable, and reasonable and invoices should include sufficient detail for audit purposes.

Under a fixed price agreement, various milestones and/or deliverables are established along with a corresponding price for each. Once a milestone is met or a deliverable received and accepted by the UF PI, the Subrecipient may invoice for the corresponding amount due.  Invoices need not include details of expenses.The first milestone/deliverable may be full execution of the subcontract which can be beneficial when dealing with entities that do not have the resources to incur expenses for later reimbursement.

Contact Us

The DSP Outgoing Subawards Office within the Division of Sponsored Program is responsible for:

  • Preparing new subawards or subcontracts.
  • Making changes to existing subawards or subcontracts.
  • Answering questions regarding potential or existing subawards or subcontracts.

DSP Subawards Team Members

  • Kellie Crawford
  • Alana Lentz-Pirkle
  • Irina Maslova

Email the DSP Outgoing Subaward Team at ufsubawards@ufl.edu or call us at (352) 392-0239.

For COM-Jacksonville subawards, please contact Tina Bottini at bottini@jax.ufl.edu.

For Subawards handled by the Office of Clinical Research, please contact Jason Cline at OCR-Contracting@ahc.ufl.edu.

The C&G subcontracting team facilitates review and payment of invoices and overall financial management and monitoring of Subrecipient financial performance.  Contact the C&G Subcontracting Team at:  subcontract-manager@ufl.edu.