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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. Many federal grants follow the Research Terms and Conditions Prior Approval Matrix, however, you should always follow the terms and conditions unique to each specific Award. 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 9/12/24