University of Iowa
Division of Sponsored Programs

Outgoing Subaward Roles and Responsibilities: Division of Sponsored Programs (DSP)

Division of Sponsored Programs (DSP)

Reviews the PReq

  • Reviews the PReq and ensures that:
    • UI has sponsor approval
    • Subaward dates fall within the current funded period
    • The Subawardee name, PI and current subaward budget period are specified 
    • Appropriate attachments are included as needed: Scope of Work, Budget, Subaward Reporting Requirements, Audit Certification and Financial Status Questionnaire
  • Enters the requested subaward in the subaward log
  • Ad hocs Grant Accounting for PReq review  
  • Ad hocs Conflict of Interest in Research for PReq review if needed

Drafts and sends subaward

  • Drafts the subaward
    • Selects the appropriate subaward template and prepares the agreement, incorporating appropriate flow through provisions of the UI's prime award.
  • Sends a pdf of the subaward to the subawardee via e-mail
  • In the Subaward Log enters the date sent to the subawardee.  This triggers an automatic e-mail to the PI and department with a link to the subaward draft. 
  • Negotiates general administrative terms with the subawardee.  Consults with the PI and department regarding questions on the scope of work and budget.
  • Monitors the subaward log monthly to follow up with the subawardee if the signed agreement is not returned to DSP.

Logs and Mails Subaward and PO

  • Receives the signed subaward from the subawardee
  • Confirms completion of the subaward terms and signature
  • Enters the date received in the subaward log
  • Prepares and approves for the DSP Director's signature
  • Scans and uploads the fully signed agreement to the Subaward Log
  • Updates the Subaward Log with the date signed by subawardee
  • Attaches the fully executed subaward to the PReq
    • If the mailing address is different than on the PReq, adds a note to the internal comments box
  • Forwards PReq to Purchasing in Workflow
  • Upon receipt of the PO, matches the PO with the fully signed subaward
  • Adds the PO number to the subawardpdf and saves it to the Subaward Log
  • Enters the date sent in the Subaward Log.  This triggers an automatic e-mail to the PI, Department Contact, and GAO with a link to the fully signed subaward.