After a prime award has been accepted by Stanford, the PI or his/her authorized administrator must submit an Oracle Financials iProcurement requisition to start the subaward agreement issuance process. The requisition will require department and OSR review and approvals. Agreement negotiations can be lengthy so it’s best to initiate the requisition once the Oracle Account PTA for the sponsored project has been setup. OSR does not draft the subaward agreement until an approved requisition and required documents have been received by OSR.
The requisition initiates the subaward transaction process, specifies the subrecipient, funding amount and performance period for the subaward. Subawards are issued with a one year period of performance to ensure adequate monitoring of technical progress and compliance with university and sponsor audit requirements.
Change order requisitions are required for each subsequent funding year to add time and funding to the subaward. Subawards cannot be issued for a performance period outside of Stanford’s prime award performance period. A Stanford PI or designee may not authorize a subrecipient to begin work without a fully executed subaward agreement in place.
Documents and other important required information to be attached or included in the requisition are:
- Subrecipient Commitment Form (Form 33) which in some cases was included in the proposal
- Statement of Work (SOW)
- Budget justification
- If needed, prime award sponsor approval to issue a subaward
- If needed, any concerns or prior issues in dealing with the subrecipient
- IRB or APLAC approvals (if possible)
- If prime agreement is a federal contract, Sole Source Justification/Fair and Reasonable Cost Price Analysis (Form 45)
Special requests or terms PI or administrator may want included in the subaward agreement:
- Required prior approval by Stanford/PI for actions such as: rebudgeting of funds across line items or carry forward of remaining funds to the next budget period
- Required deliverables or progress reports as condition for additional funding or time
- Specific payment terms or schedules
- Specific invoice detail or backup Increased requirements