1. OSP Subawards Update Lynette Arias
Assistant Vice President for Research
Director, Office of Sponsored Programs
Amanda Snyder
Associate Director, Office of Sponsored Programs

2. Subaward staff resources in OSP
Team Member
Position
Amanda Snyder
Associate Director
Bo Park
Lead Subaward Administrator (9)
Cathy Cottle
Danny Do
Subaward Administrator (8)
Lorri Vlcek
Lisa Guerrero
Subward Administrator (7)
Debbie Emerson-Carter
Christine Lo (50%)
Vacant
Adel Caberto
Program Coordinator
Aron, Jillian and Joanna
Transition Team

3. Recent focus Staff training
New staff & staff in new roles
Ariba training for all staff
Managing receipt of work from different sources
Evolving processes
Evolving systems
Evolving agreement language

4. This is still our present reality…
Ariba CR
Dept Approvals in System
Subaward Routes systematically
PAS Req / PO
Routes to Procurement
Then Routes to OSP
OSP Subaward Team
Attached to PAS Req
Manual matching of PAS & online
Mod Web Form
Mod Input w/attachments
Sends to OSP
Ariba CR Version (MOD)
Dept Creates & Approves
Routes directly to OSP

5. But, we are making progress
Items submitted via PAS or online Subaward Mod Request Form
Up to date
Items submitted via eProcurement (Ariba)
Triaging essentially caught up through March

6. Submitting requests during transition period
PAS
Subrecipient not enabled or PO not transitioned? Submit request via PAS or Online Sub Mod Request Form
eProcurement (Ariba)
Subrecipient enabled? Use eProcurement
New request – create a new CR
Mod to add $
Same Budget Number = Create a version to existing BPO
New Budget Number = Create a new CR
Step-by-step guidelines are still available:

7. Subaward Numbering Changes
Decoupling the subaward number from the Purchase Order or BPO number
Using SPAERC Subaward # as (UWSCXXXX)
Subaward references BPO (or PO) # for invoicing purposes

8. Changing a subaward agreement
Issuing modifications to agreements instead of issuing new agreements when possible
The prime agreement driving the sub agreement
You may see a subaward modification instead of a new agreement, even when you have submitted new BPO
If new BPO, language in agreement mod stating $ available for invoicing for that period of performance
Saves time for UW and our subrecipients

9. A few notes on intake processes:
PAS Req goes to Procurement & Req’s are assigned to OSP
Online mod request form come directly to OSP Subteam
eProcurement (Ariba)
Currently, transition team screens before providing to OSP Subteam
Working with eProcurement team to separate transitioning items from departmental requests

10. Reminder on Requirements
All subwards requests must include:
Budget (of actual subaward request)
Budget justification
Scope of Work
Letter of intent/Face Page
F&A rate agreement
OSP will also need the Subrecipient Certification Form
New Entity/Long Form – New Entities
Project/Short Form – All projects
You can get process started & upload into CR
tracts
The issuance of your subaward will be impacted if you do not submit the appropriate supporting documentation

11. Transparency – where is my sub?
Current methods to check on status
Department is copied on to subrecipient
Time of issuance (for unilateral this is FE)
Time of full execution
Fully Executed sub in SAGE on the Prime eGC1
eProcurement (Ariba) CR approved and turned into BPO. Also, check history tab.

12. Transparency – where is my sub?
Starting next week…
List of subs on the OSP website
Excel spreadsheet of data pulled from SPAERC, including an explanation of data parameters
If on the list, assigned to someone on team (name on the list)
Will refresh list biweekly

13. Still not sure where sub is…
Can’t find the ?
Not in SAGE?
Not on the list?
More than 30 days since submission?
Please send request for status to
Include PAS Req # or Ariba CR #
Please only send one

14. Questions? Contract execution/approvals questions: OSPsubs@uw.edu
PAS to Ariba transition questions & all Ariba for subawards questions:
eProcurement system questions:

15. Questions?