Managing Subawards (post award)

1. Dept admin prepares requisition for subaward increment. Uses IDC bearing expenditure type for first $25,000 and non-IDC bearing expenditure type for the remaining dollars. To check status look in SPO Log. If not there, print requisition and send to OSR.

2. OSR prepares and finalizes subaward agreement. This can take a long time. Therefore, RA must follow up regularly with OSR as to status.

3. OSR sends executed agreement as email attachment to Procurement. Procurement activates the increment in Oracle.

4. Separate task is needed. RA adds subaward task to ePTA. RA prepares PTA set up form and budgets for subaward value plus IDC on first $25,000.

5. RA maintains a separate file on subaward and keeps it next to the award file. Puts requisitions and invoices on right side and agreements and reports (eg, 206) on left side.

6. RA receives invoice from subawardee and reviews it for allowability and fund availability. Runs a 275 rollup summary to ensure the overall account has available funds to cover this cost. Uses document on OSR website for review. Runs a 206 report (AP purchase order detail) or checks requisition web inquiry. Ensures that the cumulative expense on the most recent invoice equals total payments plus unpaid invoices. Ensures that cumulative expense does not exceed subaward budget.

7. RA puts PTA and signature stamp on invoice, completes the fields on the stamp (except for signatures), and sends to PI for approval. (Keeps file copy to keep track of what is pending.) Receives invoice back from PI, signs the invoice, makes file copy, and sends original to Marian Tong, AP, Encina 10.

8. When invoice hits expenditure statement, RA ensures that IDC is applied correctly and checks expense against invoice in file. If error correction is needed, RA sends email to Marian Tong, AP. Marian makes the correction. (We cannot correct subaward expense errors with an ijournal.)

9. When project is close to ending, contact subawardee and request a final invoice. It must be marked Final.

S Bergman 10/02/07