Once a sponsored project award is accepted by Stanford University and an account (PTA) has been set up, the department submits a request to issue a subaward by processing a requisition through Oracle iProcurement.
The requisition documents the desired subrecipient, the funding amount authorized by the PI for the subaward and delineates the period of performance. OSR is not authorized to issue a subaward until an approved requisition and specific documents are on file. A Stanford PI or designee may not authorize a subrecipient to begin working without a fully executed subaward agreement in place.
This requisition documents desired subrecipient, the funding amount authorized by the PI for the subaward and delineates the desired period of performance. Subawards are typically not issued for more than one year at a time to ensure adequate monitoring of the technical progress to date and compliance with federal audit requirements. In no event can a subaward be issued for a period of time that extends before or after the period of performance of Stanford’s prime award. OSR is not authorized to issue a subaward until an approved requisition has been received by OSR.
The subaward requisition submitted to OSR should include any special requests that may be required, or that the PI may want included in the agreement, such as the following.
- Particular payment schedules or terms
- Increased invoicing requirements
- Required deliverables
- Prior approval requirements such as: rebudgeting restrictions and carry forward restrictions
The PI and department administrators should also note any concerns or prior issues in dealing with this subrecipient