Subaward at the Time of Award


When a Subaward was not a Part of the Original Proposal

Some sponsors require prior written approval to issue subawards not included in the original submitted proposal. For many federal grants, see Research Terms and Conditions Prior Approval Matrix for more information. If you need assistance in determining whether the anticipated subaward would need prior approval, contact the Division of Sponsored Programs.

Subaward Process: UFIRST Award Setup

Subawards should be requested through UFIRST by the Department. To request a new Subaward, see the UFIRST Instructional Guide under the UFIRST Awards Section at the UF My Training Toolkits webpage.

ACTIVITY in UFIRST

UFIRST STATE

DSP Reviews Scope of Work and Budget

DSP Review

IF DSP Requests Changes

Pending Responsible Unit Edits

IF DSP ACCEPTS, the Subaward is acknowledged in UFIRST and the New Subaward is Created in the DSP Subaward tool

Under Negotiation

Common errors in routing subawards to DSP:

  • Missing Documents (no Scope of Work or Detailed Budget)
  • Budget does not match requested amount of Subaward
  • Document provided does not represent a clear scope of work

From DSP acceptance through to completion, the subaward status is NOT tracked in UFIRST. The DSP Subaward Tracking Tool is used to generate, route, approve and track subawards.

Subaward Process: DSP Subaward Tool

DSP ACTIVITY

DSP SUBAWARD TOOL STATE

Generate the Subaward

DRAFT

DSP sends to the Project Director; DSP and the Project Director agree on final version

SENT TO PI

DSP Sends to Subawardee for review, negotiations and signature

SENT TO SUB

DSP sends to UF Authorized Official for Signature

SENT TO AO

Fully Executed – copies sent to Contracts & Grants, the PI, Departmental Admin and the Subawardee

COMPLETE

Once the subaward has been executed and is completed in the DSP Subaward Tool, the DSP Subaward Team will update the record to COMPLETE and upload a copy of the executed subaward.

FFATA

The Division of Sponsored Programs (DSP) has registered the University of Florida in FSRS.gov system.  DSP will submit all FFATA reports for campus.