Purpose

The following guide is intended for the Clinical Research Finance Manager and CTFG Approval Group who are looking to view or complete any of the following actions:

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 and Submit a Requisition for Subaward

1. Login using Company Single Sign-On.

2. Navigate and select the Procurement module.

3. Select Purchase Requisitions (Classic).

4. Under Request Forms, select Subawards.

5. Enter the following details – Item Description, Category Name (search it), Amount, Supplier, Supplier Site (if it does not default).

Notes: Use the magnifying glass to search for a category name. For Category Name select the appropriate category based on the subaward amount. The Supplier must already exist in Oracle prior to creating a requisition. For 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. Using the Subrecipient Monitoring Process guidelines, identify the sub-recipient risk.

7. Select the Add to Card 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 it if desired.

12. In the Billing section enter the following:

a. Project Number (Note: Project number must start with CRS for a CRS Subaward)

b. Expenditure Type

c. Expenditure Organization

d. Contract Number

e. Funding Source

f. Charge Account (gets automatically populated)

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”.

But 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. Select Done.

16. Select OK.

17. Select Save.

18. Select Submit.

19. A confirmation message will pop up select OK.