Purpose

The following guide is intended for Subaward Administrators who are looking to view or complete any of the following actions:

Action

· Create and Submit a Subaward Requisition.

Terminology

· Requisition: A requisition is a request from an employee to purchase goods or services.

· Requester: A requester is the individual submitting the requisition.

· Funding Source: A funding source is either the external sponsor or internal cost share.

· Subaward: A subaward is the financial commitment to a collaborator, outside of UChicago, conducting a portion of the overall research effort.

· (Example: UChicago creates a subaward requisition for another research institution, i.e. subrecipient, that provides services to UChicago to complete a sponsored research effort)

Prerequisites

· Create an Award

Create a Subaward Requisition

1. Select the OKTA Single-Sign-On button and then complete the sign-in steps.

2. Navigate to Procurement.

3. Select Purchase Requisitions.

4. Under Request Forms, select Subawards.

5. Enter the following details

a. Item Description

b. Category Name - select the appropriate category based on the subaward amount.

c. Amount

d. Supplier

e. Supplier Site - select the supplier site labeled Subaward so the purchase order is not communicated to the supplier upon full requisition approval.

6. Select the Subcontract Start and End Date. Review the Subrecipient Monitoring Process guidelines.

a. Using the guidelines, identify the sub-recipient risk.

b. Select an option for the subaward risk.

7. Select the Add to Cart button.

8. Select the Shopping Cart icon.

9. Select Review.

10. The Requisition Description can be edited (Optional justification can be added).

11. Scroll down to the Delivery section. Verify the Requester and change if needed.

12. In the Billing section enter the Project Number, Expenditure Type, Expenditure Organization, Contract Number, and Funding Source. Charge Account will automatically populate.

a. Note: If a subaward requisition is $25,000.00 or less, then a single requisition line is required and the expenditure type input as "74400-SUB: Subcontract - Under 25k".

b. If a subaward requisition exceeds $25,000.00, then two requisition lines are required. The first requisition line should be associated with the expenditure type "74400-SUB: Subcontract - Under 25k" and, for any monetary amount more than $25,000.00 a second requisition line should be added and associated with the expenditure type "74300-SUB: Subcontract - Over 25k".

13. Select the Check Funds button.

14. A confirmation message will pop out. Select View Funds Check Results.

15. Review the funds check results. Select Done.

16. Select OK.

17. Select Save.

18. Select Submit.

19. A confirmation message will pop up, select OK.

20. You have now completed the process to Create a Requisition: Subawards on a Sponsored Project.