Sponsored Programs is responsible for processing subaward agreements and amendments that are issued by the university to collaborating entities (subrecipients). These subrecipients will perform a portion of the research required under a prime award to the university.
Ensure the agreement should truly have the subrecipient designation. Use the Subrecipient/Subcontractor vs Vendor/Consultant guide to assist with determining the proper designation.
For a new subaward, determine the original funding source and use one of the following templates:
- Prime award is federally funded and references a Catalog of Federal Domestic Assistance (CFDA) number and regulations found in Uniform Guidance (UG) 2 CFR 200.
- Prime award is federally funded and does not reference a Catalog of Federal Domestic Assistance (CFDA) number or provides a generic CFDA number (e.g., nn.000) and regulations found in the Federal Acquisition Regulation (FAR).
- Prime award is NOT federally funded.
- Less commonly used federally funded templates can be found on the Subaward Forms page of the Federal Demonstration Partnership (FDP) website.
- Submit to Sponsored Programs via OSPWeb as a Request for Action (Subaward New).
For subaward amendments use the amendment template that corresponds to the original agreement type (e.g. federally funded subject to UG, federally funded subject to FAR, or non-federal).
- Federal Subaward Amendment (subject to UG)
- Federal Contract Subaward Amendment (subject to FAR)
- Subaward amendment template (non-federal)
- Submit to Sponsored Programs via OSPWeb as a Request for Action (Subaward amendment).
Once processed, the document(s) will be assigned to a subaward specialist for review before sending to the subrecipient and routing for execution.
- To save time in the subaward issuance process, begin gathering as much information as early as possible.
- Do NOT send the agreements or amendments to the subrecipient for signature prior to submitting to Sponsored Programs. They need to be reviewed by Sponsored Programs prior to execution by either party.
- Accuracy is vitally important to these legally binding agreements. Any errors in the information provided, especially in the financial sections, will severely delay the processing and execution of the subaward.
- Prior to submitting a new subaward request to Sponsored Programs, confirm that the subrecipient was included in the original submission to the sponsor. If not, work with the prime sponsor and Sponsored Programs to get the approval before requesting subaward issuance.
- When submitting a new subaward request to Sponsored Programs, ensure that the SOW, budget, and budget justification are included.
- Setting up a timeline for subaward management can help prevent time crises in subaward issuance and potential stoppages in project workflow.
- If a subrecipient is not performing work as expected, inform Sponsored Programs as soon as possible.
- For Public Health Services and Non-PHS Organizations using PHS requirements, a subrecipient FCOI certification form will need to be completed and submitted to the Office of Conflict of Interest before work can begin on your subaward.
- Please submit editable forms via OSPWeb whenever possible.
The University of Illinois System may issue a subaward to a subrecipient for the purpose of performing a portion of the scope of work under an award for a sponsored project. In issuing a subaward, the system assumes responsibility for the oversight of programmatic and financial activities of the subrecipient throughout the life of the subaward, including but not limited to the determination of subrecipient versus contractor, assessing subrecipient’s capacity to perform, and subrecipient’s compliance with award terms. The Principal Investigator shall be responsible for confirming the subrecipient performs the awarded scope of work and all costs are reasonable and in accordance with the terms of the award.
As a recipient of an award, the system must comply with the requirements outlined in 2 CFR § 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards that require the system to manage and monitor each subaward to reasonably ensure that costs are allowable, awards are used for authorized purposes, and performance goals are achieved. Subawards must also be administered in compliance with applicable laws, regulations, and the provisions of the grant or contract agreement.