OSP Subawards Update
Lynette Arias
Assistant Vice President for Research
Director, Office of Sponsored Programs
[email protected]
Amanda Snyder
Associate Director, Office of Sponsored Programs
[email protected]
Subaward staff resources in OSP
Team Member
Position
Amanda Snyder
Associate Director
Bo Park
Cathy Cottle
Danny Do
Lorri Vlcek
Lead Subaward Administrator (9)
Subaward Administrator (8)
Lisa Guerrero
Debbie Emerson-Carter
Christine Lo (50%)
Subward Administrator (7)
Vacant
Adel Caberto
Program Coordinator
Aron, Jillian and Joanna
Transition Team
Recent focus

Staff training
◦ New staff & staff in new roles
◦ Ariba training for all staff

Managing receipt of work from different
sources
◦ Evolving processes
◦ Evolving systems
◦ Evolving agreement language
This is still our present reality…
OSP Subaward
Team
But, we are making progress

Items submitted via PAS or online
Subaward Mod Request Form
◦ Up to date

Items submitted via eProcurement (Ariba)
◦ Triaging essentially caught up through March
Submitting requests during
transition period

PAS
◦ Subrecipient not enabled or PO not transitioned?
Submit request via PAS or Online Sub Mod Request
Form

eProcurement (Ariba)
◦ Subrecipient enabled? Use eProcurement
 New request – create a new CR
 Mod to add $
 Same Budget Number = Create a version to existing BPO
 New Budget Number = Create a new CR
Step-by-step guidelines are still available:
http://www.washington.edu/research/index.php?page=subawards
Subaward Numbering Changes
Decoupling the subaward number from the
Purchase Order or BPO number
 Using SPAERC Subaward # as
(UWSCXXXX)
 Subaward references BPO (or PO) # for
invoicing purposes

Changing a subaward agreement

Issuing modifications to agreements instead
of issuing new agreements when possible
◦ The prime agreement driving the sub agreement

You may see a subaward modification instead
of a new agreement, even when you have
submitted new BPO
◦ If new BPO, language in agreement mod stating $
available for invoicing for that period of
performance

Saves time for UW and our subrecipients
A few notes on intake processes:
PAS Req goes to Procurement & 03-62 Req’s
are assigned to OSP
 Online mod request form come directly to
OSP Subteam
 eProcurement (Ariba)

◦ Currently, transition team screens before
providing to OSP Subteam
◦ Working with eProcurement team to separate
transitioning items from departmental requests
Reminder on Requirements

All subwards requests must include:
◦
◦
◦
◦
◦

OSP will also need the Subrecipient Certification Form
◦
◦
◦
◦

Budget (of actual subaward request)
Budget justification
Scope of Work
Letter of intent/Face Page
F&A rate agreement
New Entity/Long Form – New Entities
Project/Short Form – All projects
You can get process started & upload into CR
http://www.washington.edu/research/index.php?page=subCon
tracts
The issuance of your subaward will be impacted if you
do not submit the appropriate supporting
documentation
Transparency – where is my sub?

Current methods to check on status
◦ Department is copied on email to subrecipient
 Time of issuance (for unilateral this is FE)
 Time of full execution
◦ Fully Executed sub in SAGE on the Prime eGC1
◦ eProcurement (Ariba) CR approved and turned
into BPO. Also, check history tab.
Transparency – where is my sub?

Starting next week…
◦ List of subs on the OSP website
◦ Excel spreadsheet of data pulled from
SPAERC, including an explanation of data
parameters
◦ If on the list, assigned to someone on team
(name on the list)
◦ Will refresh list biweekly
Still not sure where sub is…
Can’t find the email?
 Not in SAGE?
 Not on the list?
 More than 30 days since submission?
 Please send email request for status to
[email protected]

◦ Include PAS Req # or Ariba CR #
◦ Please only send one email
Questions?
Contract execution/approvals
questions: [email protected]
 PAS to Ariba transition questions & all Ariba
for subawards questions: [email protected]
 eProcurement system questions:
[email protected]

Questions?