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Creating and Managing Subawards in Sponsored Projects

Emily Yeomans

Sponsored Projects allows SP System Administrators, SP Subaward Administrators, and SP Subaward Editors to create and track contracted Subawards. Please ensure your Subaward form is set up prior to creating Subawards.

Note: At this time Subaward distribution totals are not connected to Account tab distribution totals. To include this information in your Account totals, please add a distribution account by following the steps in this article.

Creating Subawards from the Dashboard

Any user can access the Subawards Dashboard from the Subawards option on the menu bar.

Refer to this article for more information about configuring the Subawards dashboard and the functionality available on this page. 

  1. On the Subaward Dashboard, users with SP System Administrator, SP Subaward Administrator, or SP Subaward Editor roles will see a Start New Subaward button. Click on it to get started.

  1. Select the type of subaward you would like to create:
    • If you are creating a new subaward that is not related to an existing award or project, choose the Create new project option and enter a title for your project. Click on Create Subaward.
    • If your subaward is related to an existing project, choose the Add to project option and search for and select the existing project. Click on Create Subaward.
    • If your subaward is related to an existing award, choose the Add to award option and search for and select the existing award. Click on Create Subaward.

  1. The subaward details page will be displayed. Each form section can be completed if the user has edit access. Once all required fields are populated on a section, the icon will update to a green checkmark. Changes save automatically and will appear on the Subaward dashboard.

Creating Subawards from an Award

  1. From the Award details page, click the Subawards tab.
  2. Click the Add a Subaward button.
  3. The subaward details page will be displayed. Each form section can be completed if the user has edit access. Once all required fields are populated on a section, the icon will update to a green checkmark.
  4. The Subaward will automatically save to the Award and can be viewed in the Subawards tab.

Subaward Number Convention

The Subaward number value changes structure depending on if the subaward was linked to a project or a specific award.

Subawards created at the project level have the following record number convention:

XX-YYYY-SUBZZ

  • Where XX represents the current fiscal year
  • Where YYYY represents the project number
  • Where ZZ is a counter that increments from 01 as new subawards are added to a project

Subawards created from an Awards page, or linked to an award when created from the Subawards dashboard have the following record number convention:

XX-YYYY-AWWWW-SUBZZ

  • Where WWWW represents the award number
  • Where XX, YYYY, and ZZ have the same meaning as described in the project level case

Editing Subawards

Subaward details can be edited by users with the SP Subaward Administrator, SP System Administrator, or SP Subaward Editor roles while the subaward is in an editable status (Set Up In Progress or In Review & Negotiation). The ability to edit the subaward is independent of the associated award’s status.

Subwards can also be edited while in normally read only statuses by users with certain roles. Refer to this article for more information.

Additional Tabs

Subaward Forms include additional tabs that are optional to complete. Users with appropriate access to a Subaward may view/edit tab information at any time.

  • History: View details of when a subaward was created, when status changes were made, and by which user.
  • Tasks: View tasks related to the subaward.
  • Notes: Add comments to the subaward for reference (5,000 characters maximum).
  • Attachments: Upload files and view all files uploaded either to this tab or to attachment form objects on the subaward (75 MB maximum file size).

 

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