Request Subaward/Subcontracts
Check Status of Subawards/Subcontracts
Standard Compliance Checks
Subaward/Subcontract Capital Advances
At UCSF, advances are limited to foreign subrecipients in Low and Middle Income Countries. The maximum amount allowable on an annual basis is 25% of the annual amount plus upfront costs including the purchase price of any equipment budgeted.
Along with a Subaward/Subcontract Request Form, the following must be supplied:
- PI and Department Representative must sign a subrecipient monitoring assurance letter certifying that they has read and understands all UCSF subrecipient monitoring requirements.
- Budget calculation for how the working capital advance amount is being determined.
- If there are upfront costs, provide an explanation of the costs and an estimated period as to when these funds will be spent by the subrecipient.
For foreign subrecipients not located in Low or Middle Income Countries that request a Working Capital Advance, please contact the Subcontracts Team to request an exception: [email protected].
Reconcile the advance on the invoices each year. Replenish the advance if needed and/or adjust to meet the needs of the project. Advances may be carried over from year to year.
Review Advance Invoice to ensure amount is not more than is allowed by the subaward contract.
UCSF Resources
- Subaward Best Practices (for PIs)
- Subaward Best Practices (for OSR Staff)
- Subaward/Subcontract FAQs
- Research Administration System (RAS)
- Current list of RMS Teams, Department Chairs, MSOs and Delegated Authorities (UCSF Login Required)
Tools
Training
- Subcontractor or Purchase Slide Deck
- Fixed Rate Guidance
- Outgoing Subawards Process and Monitoring (Controller's Office)
- RAS Quick Guide
- RAS Definitions
- Subcontract/Subaward CACTAS User Guide
- CACTAS User Guidance
- Instructions to create CACTAS Views for Subcontracts
Forms and Templates
Sponsor Resources
Need help?
Contact the Subcontracts team