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Subawards at Award Stage
On this page:
Does UF have authority to issue a Subaward?
How To Request a New Subaward
UFIRST Subaward Process
Resources
Does UF have authority to issue a Subaward?
Some sponsors require prior written approval to issue a Subaward. Review the terms and conditions unique to each specific Award to confirm. Common scenarios that require prior written approval from the sponsor include issuing a Subaward that was not part of the original submitted proposal and issuing a fixed amount Subaward.
If prior approval is needed, the Unit should route a UFIRST Award Modification with the request. Contact the Division of Sponsored Programs if you need assistance determining whether a Subaward will need prior approval.
How To Request a New Subaward
New subawards must be requested through UFIRST by the Unit. Subawards may be requested from the UFIRST Award at any time. Click here for a guide to requesting a new subaward in UFIRST.
Common errors when requesting subawards:
- Missing documents (no Scope of Work or Detailed Budget attached)
- Budget document does not match requested Subaward amount
- Scope of Work does not provide a clear description of the work to be performed by the Subrecipient
Video Walkthrough
UFIRST Subaward Process
| UFIRST Subaward State | Activity | Responsible Party |
|---|---|---|
| Pending Responsible Unit Edits (Pending Active Award) | Unit can edit SmartForm; waiting for Award activation | Unit |
| Draft Complete (Pending Active Award) | Unit can no longer edit SmartForm; waiting for Award activation | Unit |
| Pending Responsible Unit Edits (Award Active) | Unit can edit SmartForm | Unit |
| Core Office Review | DSP reviews scope of work and budget | DSP |
| Risk Assessment | Review of all subaward documents; review of entity and project based on UF’s Risk Assessment Policy | DSP |
| Risk Assessment: Pending Responsible Unit Edits | DSP sends questions to the Unit/PI | Unit |
| Risk Assessment: Pending Subrecipient Response | DSP asks Subrecipient for additional information | Subrecipient |
| Under Negotiation | Drafting of subaward documents | DSP |
| Under Negotiation: Pending Responsible Unit Edits | DSP requests additional information from Unit | Unit |
| Pending PI Concurrence | UF PI provides concurrence on final version of Subaward agreement | PI |
| Pending Subrecipient Signature | Subrecipient reviews and signs Subaward agreement | Subrecipient |
| Pending UF Signature | UF Authorized Official signs Subaward agreement | DSP |
| Complete | Subaward agreement fully executed; copies sent to PI, Unit Admin, C&G, and Subrecipient; Subrecipient work commences | PI/Unit/Subrecipient |
A copy of the fully executed Subaward Agreement can be found in each UFIRST Subaward record under the “Attachments” tab.
Resources
Create a New Subaward in UFIRST Instruction Guide
UFIRST Subaward Process Chart
Last updated 6/13/25