Requesting an Outgoing Subaward

The information below provides documentation necessary for requesting an outgoing subaward after receipt of a new sponsored award. 

OSP cannot route a subaward agreement to the subrecipient for signature prior to the receipt of all required documentation and ancillary reviewer approval.

Outgoing subaward requests should not be submitted in RUVA until all necessary ancillary reviews are complete in accordance with your school’s or unit’s business process. OSP will return requests submitted without approval from both the PI and school or unit.

Assistance with Subaward Request 

Researchers contact the Research Administrators within their school or department. Alternatively, you can email ospnoa@virginia.edu for assistance. 

The following documentation is always required with new subaward requests:

Final Subrecipient Scope or Statement of Work (SOW)

The SOW must be specific to what the subrecipient will contribute to the project. This should not include a description of subrecipient PI’s experience or general discussion about what the overall project will achieve.

At this stage, we are not justifying the subrecipient’s involvement in the project, but rather detailing their tasks and deliverables, which is an integral element of the contractual agreement.

Final Subrecipient Budget and Budget Justification

Please review the subrecipient budget and budget justification for any changes since the proposal stage due to adjustments made to the overall budget during award negotiation.

OSP requires a separate line-item budget and budget justification for each subrecipient. Also include any cost share budgets if applicable.

In certain situations, the following documentation may also be required:

Consortium Commitment Form (CCF)

Attach the subrecipient’s completed CCF and applicable supporting documentation, if not submitted at the proposal stage. See the Outgoing Subaward landing page to download the CCF.

Approved IRB and/or IACUC Protocol(s)

Provide IRB approval and/or IACUC Protocols for subrecipients conducting human subjects or animal research. 

Human Research Protection Program

Animal Care & Use Committee

Note: OSP needs to see the subrecipient’s IRB/IACUC approvals. If the subrecipient has ceded oversight to UVA, you need to provide UVA’s approval and any documentation from the subrecipient ceding review to UVA.

Approval from the Prime Sponsor to enter in to a subrecipient relationship.

Depending on sponsor requirements, the Sponsor may needed to approve new subawards not included in the proposal submission, such as sub-PI transfers.

Subrecipient Indirect Cost Rate and Fringe Benefit Rate Agreement

If the subrecipient is not a Federal Demonstration Partnership (FDP) member, a Subrecipient Indirect Cost Rate and Fringe Benefit Rate Agreement will be needed.

Funding an Outgoing Subaward

Subaward Grant Line Funding in Workday

When a subaward agreement is executed, OSP moves a corresponding amount of funding from the primary grant line to the subaward grant line in Workday with two actions:

  1. An Award Correction allocates the funds at the grant line level.
  2. A Plan Amendment assigns the funds to the correct budget category (i.e., Object Class in Workday) within each grant line. 

These actions cannot be completed without sufficient funding available on a primary grant line or without funding allocated to the correct budget category within an award plan.

Screenshot of award lines with current and billed amounts surrounded by a red square.

Within the award plan, sufficient funding to cover the costs of a subaward—both the amount contractually obligated to the subrecipient and any UVA IDC that will be generated by the subaward—should be available in categories 13_Subcontract_Subaward and 90_Facilities_and_Administration as applicable. 

Screenshot of award plan lines with subaward and F&A categories within a red rectangle.

When preparing to submit a new subaward request in ResearchUVA or an amendment releasing incremental funding, please review the award plan in Workday to ensure that the required funding is allocated and available for completing subaward actions. 

If Funding Needs to be Adjusted

Consult with your departmental Research Administrator. Departments typically have the authority to make changes to the plan and should do so according to departmental procedures. Failure to ensure sufficient funding is allocated and available may result in delays in subaward setup after agreement execution if additional clarification and/or rebudgeting are required. 

Please email Simon Butcher at dze5ff@virginia.edu with any questions or concerns. 

Subaward Resources

Please refer to the Outgoing Subaward Quick Guide for more information, including instructions for requesting a new subaward agreement in RUVA.

For subaward amendments, refer to this Subaward Amendment Quick Guide.