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.
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||Core Office Review|
|IF DSP Requests Changes||Pending Responsible Unit Edits|
|IF DSP ACCEPTS, the Subaward is acknowledged in UFIRST and a Subcontract Officer is assigned||Risk Assessment or Under Negotiation|
Common errors in routing subawards to DSP:
From DSP acceptance through to completion, the subaward status is NOW tracked in UFIRST. The DSP Subaward Tracking Tool is still available for subawards executed prior to the implementation of the new UFIRST Subaward Module (November 12, 2018). Please direct any questions regarding the Subaward Tracking Tool to the Outgoing Subawards Office at email@example.com.
|DSP ACTIVITY||UFIRST SUBAWARD STATE|
|DSP sends to the Project Director; DSP and the Project Director agree on final version||Pending PI Concurrence|
|DSP sends to Subrecipient for review, negotiation & signature||Pending Subrecipient Signature|
|DSP sends to UF Authorized Official for Signature||Pending UF Signature|
|Fully Executed – copies sent to Contracts & Grants, the PI, Departmental Admin and the Subrecipient||COMPLETE|
A copy of the fully executed Subaward Agreement can be found in UFIRST under “Attach Fully-Executed Subaward Documents.”
The Division of Sponsored Programs (DSP) has registered the University of Florida in FSRS.gov system. DSP will submit all FFATA reports for campus.