Outgoing Subaward FAQs

Outgoing subawards can defined as a formal binding legal agreement between the University of California, San Diego (“UCSD”) and a non-UCSD entity in which:

• A defined portion of the UCSD work statement’s intellectually significant activity is assigned to another entity (“the subrecipient”) to fulfill.
• The award terms and conditions UCSD has accepted from our funding agency are “flowed down” to the subrecipient, who must also agree to comply with them (e.g., audit requirements, restrictions on rebudgeting, human and animal subjects approvals, conflict of interest, clean air and water, etc.).

The OCGA Ancillary Research Agreements Team can assist with Subaward Determinations, but here are some questions to consider:

1. Does the entity commonly provide these goods and/or services as part of their normal business operations?
2. Does the entity provide similar goods and/or services to other purchasers?
3. Does the entity compete with comparable entities to provide the same goods and/or services?
4. Are the goods and services being provided by the entity secondary to the central purpose of the project?
5. Is the entity’s work carried out according to the Prime’s specifications using standard operating procedures?

If the answer is “yes” for any of these questions the entity may be a vendor and issuing a subaward might not be the best solution. If a vendor relationship is required remember that indirect costs will need to be charged on the entire amount of the transaction.

Due to the complexity and uniqueness of each subaward, each transaction timeline can vary. Subawards require writing and negotiating a new agreement and addressing terms and conditions found in the prime award. The requirements for each Subrecipient varies depending on the sponsor, the scope of work, and the type of entity (ie. foreign, for-profit).

Please open the KR subaward record, click on edit, update the subaward description to closing award, change the status to closed, then go to the subaward actions tab and submit the KR subaward. Please also make sure that all invoices have been entered and paid. Once the Ancillary Research Agreements Team approves the submitted KR subaward record, the commitments will be removed in Oracle.

The following documents are required to process an outgoing subaward:

• Subaward Request in Kuali Research
• Notice of Award (NOA)
• Statement of Work (SOW) also known as a Scope of Work
• Detailed Budget that itemizes the request amount

In Kuali Research, you will be able to attach back-up documents to your subaward record.

If you have questions, email subawards@ucsd.edu and reference the Kuali Research subaward number. 

1. Go to Kuali Research
2. Submit the the amendment per the guidance in the Kuali Research Subaward Guide.

• Current NOA: if there are any changes to the period of performance
• Detailed Budget: if additional funding will be sent to the Subrecipient
  • Exceptions may apply depending on the award. Contact us if you have questions.

Invoices uploaded prior to you being named the Requisitioner, will not be in your Action List. Submit a ticket to the Kuali Research Services & Support outlining what invoices should be approved on your subaward. You can review the invoices by clicking on the invoice attachment link on the Financial screen under the Invoice section.

This is Disbursements way of letting you know that you do not have sufficient funds obligated to pay the invoice. You will need to do three things:

1. Add funds to the subaward by submitting a financial modification
2. Disapprove the invoice for $0.01
3. When the modification is Final, reupload the invoice with the correct dollar amount and Approve for payment

Please check to make sure there is funding left on the subaward. Review the status in Payment Compass. If the invoice shows 'Sent to department' it means the invoice has been processed and should be in Kuali, possibly pending department approval. If it has been 5 business days since the invoice was submitted into Payment Compass and it's still not appearing in Kuali, submit a Services & Support case to IPPS Accounts Payable. Note: Invoices submitted into Payment Compass are manually entered into Kuali by Accounts Payable.

The Requisitioner on the subaward needs approve/finalize the invoice in their Kuali Research Action List. Contact Kuali Research Services & Support for more questions regarding this process.

1. Requisitioner verifes that SSID is correct.
2. Updates SSID if needed (view instructions on updating the SSID field).
3. Submits a ticket to Kuali Client Support to approve the update and re-trigger the invoice(s) for payment.

The likely cause for this status is that the Expenditure Item Date listed occurs after the award end date. Submit a Services & Support case to IPPS Accounts Payable with approval that the services took place within the award date, and Accounts Payable will adjust the Expenditure Item date in Oracle, so long as the Expenditure Item Date falls within the award service dates.

Submit a Services & Support case to IPPS Payment Services with the following information:

• Payment number
• Date payment was issued
• Payment amount
• Supplier ID

Submit a Services & Support case to IPPS Payment Services with the following information:

• Payment number 
• Date payment was issued
• Payment amount
• Supplier ID

Submit a Services & Support case to IPPS Payment Services with the following information:

• Payment number
• Date payment was issued
• Payment amount
• Supplier ID

Visit Payment Compass to check status to see if payment has been issued.

Visit Oracle to see full payment details.

Submit a Services & Support case to IPPS Payment Services with the following information:

• Payment number
• Date payment was issued
• Payment amount 
• Supplier ID