Funding Transition Updates: Please see Federal Transition Updates 2025 for the latest federal executive orders and research activities.
Subaward Modifications and Renewals
Process
- Subrecipient Monitoring: At any point, if the PI or RST becomes aware that a subaward requires modification - such as the arrival of the next funding increment, an extension of the project period, or a change in subaward key personnel - they should contact the assigned OSP Subaward Analyst.
- Preferred method: email initiated from the Subaward Agreement Record in myResearch with supporting documentation attached.
- Document collection: If changes to the scope, budget, or other terms are required, the RST obtains revised documentation from the subrecipient. If no changes have occurred, no new programmatic documents are needed.
- OSP Monitoring: The OSP Subaward Team also regularly monitors subawards scheduled to end each month. OSP contacts the PI and RST to request renewal information, if applicable. The OSP Subaward Team may request additional documentation as needed.
- The OSP Subaward Analyst reviews initiates an Amendment Agreement from the corresponding Initial Subaward record in myResearch
- The OSP Subaward Analyst drafts the modification and routes it to the Principal Investigator (PI) and Research Support Team (RST) for review and comment.
- Once approved by the PI, the OSP Subaward Analyst forwards the modification (via AdobeSign) to the subrecipient for signature and negotiates terms as necessary.
- Upon mutual agreement, the modification is executed and archived in myResearch. The OSP Subaward Analyst then approves the modification record in myResearch.
- For modifications where additional funding is obligated the RST promptly initiates a requisition upon received the automated modification “approval” notice.
Frequently Asked Questions
- Do I need to use myResearch to request a modification from OSP?
Yes, this is the preferred method. Submitting your request through the subaward agreement 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 Subaward Number in the Subject line.
- For a renewal with no changes, do I need to get new documents from the subrecipient?
No, new documents are not required if you can confirm that the scope of work, budget, budget narrative, and period of performance (PoP) for the new budget period are consistent with what was approved in the original proposal. You must clearly state “no changes” in your renewal request to OSP.
Support