Issue Subawards/Subcontracts

 

Request Subaward/Subcontracts
Initiate Request

Principal Investigator and/or department notifies the OSR officer that accepted the award of Subcontracts needing to be issued. 

Prepare and Compile Request

OSR team prepares and submits the Subaward/Subcontract request to the Subcontracts team. 

  1. Subaward Request Form (SRF) (Short Form/ Long Form/Instructions)
  2. Applicable Documents
  3. Additional Materials as required
    • If under Federal Contract, provide Contracting Officer Approval (COA) or have the COA prepared with your Subaward Request Form.  
    • If request is < 90 days from start date, submit a justification for the late submission. 
Review and Submit Request

OSR Subcontracts team: 

  1. Reviews the Subaward/Subcontract Request Packet.
  2. Requests additional information, as needed. 
  3. Completes required compliance checks.
  4. Prepares subcontract agreement/amendment.
  5. Works with subrecipient to receive the signed agreement. 
Check Status of Subawards/Subcontracts
Standard Compliance Checks

Examples of routine compliance checks. Actual compliance requirements will vary by sponsor and activity. 

Single Audit compliance:  Subrecipients receiving U.S. federal funds must certify their current financial accountability by completing our audit certification letter and questionnaire (if applicable).

Risk Assessment Committee (RAC): To ensure compliance with Uniform Guidance requirements, the RAC assesses the risk level of federal grant subrecipients (outgoing subawards) by reviewing a questionnaire and financial statements provided by the subrecipient. The RAC meets weekly and as needed.  

Restricted Party Search (RPS): This database checks debarment and terrorist activity/do not fly list. OSR searches the federal RPS lists to ensure that the subawardee has not been identified and disqualified as a subrecipient by a federal agency. 

Institutional Review Board (IRB) or Institutional Animal Care and Use Committee (IACUC) approval: The Subcontracts team collects the IRB and IACUC letters for foreign subrecipients.   

 

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.

Detailed Instructions

UCSF Resources

Tools

Training

Forms and Templates

Sponsor Resources

Need help?

Contact the Subcontracts team

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