Funding Transition Updates: Please see Federal Transition Updates 2025 for the latest federal executive orders and research activities.
Issuance of Subawards
Once a sponsored project is awarded, the Office of Sponsored Projects (OSP) Subaward Team issues the subawards included in the proposal. In some cases, new subawards may be added after the initial award. The initiation of the process depends on whether the subaward was part of the approved proposal or added later.
Process
- Upon award set‑up, the OSP Subaward Analyst initiates the subaward in myResearch and contacts the department for clarifications or additional materials, if needed. Independently, the Principal Investigator (PI) and Research Support Team (RST) should promptly review the subaward documents submitted with the proposal and confirm the scope of work, budget, and personnel with the subrecipient.
- If changes to the scope, budget, or other terms are required, the RST obtains revised documents from the subrecipient, reviews them for accuracy and completeness, and forwards them to OSP. If no changes have occurred, no new programmatic documents are required.
- The OSP Subaward Analyst reviews subaward documentation, manages the record in myResearch, and coordinates with GCAS to complete the required risk assessment. The School/Department Team (STC) supports this process by gathering additional and/or revised subaward materials as needed, which may include information required for the risk assessment.
- The Analyst drafts the subaward agreement and routes it to the PI and RST for review and an opportunity to comment.
- Once approved by the PI, the Analyst forwards the agreement (via AdobeSign) to the subrecipient for signature and negotiates terms as necessary.
- Upon mutual agreement, the subaward is executed and archived in myResearch. The Analyst then activates the agreement record in myResearch.
- Upon receipt of the automated “Activation” message from myResearch, the RST promptly initiates a requisition to ensure timely invoice processing.
- The PI, with RST support, obtains a complete subaward packet from the proposed subrecipient.
- In parallel, the RST works with the OSP Award Manager to secure prior sponsor approval, if required.
- The RST submits the complete request package to the OSP Subaward Team, preferably via email initiated from the award record in myResearch.
- The OSP Subaward Analyst reviews subaward documentation, manages the record in myResearch, and coordinates with GCAS to complete the required risk assessment. The School/Department Team (STC) supports this process by gathering additional and/or revised subaward materials as needed, which may include information required for the risk assessment.
- The Analyst drafts the subaward agreement and routes it to the PI and RST for review and an opportunity to comment.
- Once approved by the PI, the Analyst forwards the agreement (via AdobeSign) to the subrecipient for signature and negotiates terms as necessary.
- Upon mutual agreement, the subaward is executed and archived in myResearch. The Analyst then activates the agreement record in myResearch.
- Upon receipt of the automated “Activation” message from myResearch, the RST promptly initiates a requisition to ensure timely invoice processing.
Frequently Asked Questions
- Do I need to use myResearch to request a new subaward or modification from OSP?
Yes, this is the preferred method. Submitting your request through the award record in myResearch creates an official record and ensures it is properly tracked. If you cannot use myResearch, email the OSP Subaward team directly and include the myResearch Award Number and PTA in the subject line.
- Should I request a revised, signed Subrecipient Commitment Form when requesting updated budget materials from a subrecipient?
No, this is generally not required. Revised budget materials alone do not typically trigger the need for a new signed commitment form unless other elements - such as the institutional endorsement or scope of work - have changed.
- What are the steps to add a new subrecipient after my project has already been awarded?
First, contact your OSP Award Manager to determine if sponsor prior approval is needed. Then, obtain a complete Subrecipient Packet (Statement of Work, Budget, Justification, Commitment Form) and any required financial documentation from the subrecipient. Once you have the complete packet, submit the request to OSP
- How can I best track subrecipient actuals?
The most effective and reliable way to track subrecipient actuals is through the PI Dashboard. It is designed to give PIs and administrators a clear, real‑time view of spending, including up‑to‑date information on subrecipient expenditures. The PI Dashboard is accessible through single‑sign‑on authentication and the data can also be exported as an Excel spreadsheet.
- What are the next steps after a subaward is fully executed?
Once a subaward or a financial modification is fully executed, the SRT should promptly submit a requisition in EAS to encumber the subaward. This step should be completed whenever a financial commitment is made to a subrecipient and helps ensure transparency in award budgeting.
Support