Subaward Modifications

How to Request a Modification to a Subaward

Subaward modifications are written changes to the contractual terms and conditions of a subaward agreement. ALL subaward modifications must be requested through UFIRST by the Unit. Click here for a guide to requesting a subaward modification in UFIRST.

Common subaward modifications include:

Time (No Cost Extension)
Funding (Incremental Funding)
Change in Key Personnel
Change in Scope
Rebudgeting

All UFIRST subaward modification requests should include a description of the necessary change. Additional information may also be required, depending on the purpose of the modification. Necessary documents may include:

Updated Scope of Work
Updated DETAILED Budget
Additional special terms
Updated Key Personnel documents

Principal Investigator/Project Manager Changes

When the Subrecipient PI is changing institutions:

If the Subrecipient PI is changing institutions but will continue the work, the Subaward to the original institution will first need to be terminated and then a new Subaward will need to be issued to the new institution. The Unit should request a subaward modification in UFIRST to terminate the original Subaward, including the termination date. The Unit should then request a new subaward in UFIRST to issue a new agreement to the new institution. The new subaward request must include an Endorsement from the Subrecipient’s Authorized Official, a Scope of Work, a Detailed Budget, and a Budget Justification for the new institution.

If the work will continue with the same Subrecipient Institution, but under a different Subrecipient PI, then the original Subaward will need to be modified. The Unit should request a subaward modification in UFIRST to change the Subrecipient PI.

When the University of Florida PI is changing Institutions:

DSP should be notified of the personnel change through the Notification of Departing Researcher Form.

If the prime award will be transferred to the new Institution, the Unit should request a subaward modification in UFIRST to terminate any existing subawards. This will allow C&G to close out the project(s) in preparation for transferring the award to the new institution.

If the prime award will remain at UF under the direction of another PI, after the PI change is approved on the prime award, the Unit should request a subaward modification in UFIRST to update the UF PI on the Subaward.

Resources

Create a Subaward Modification in UFIRST Instruction Guide
Notification of Departing Researcher Form

Last updated 7/24/24