Subcontracting to Another Entity

When UM anticipates subcontracting to another entity, the following processes apply to our Principal Investigators/Departmental Personnel. 

Proposal Stage

  1. Confirm subaward determination is appropriate and in accordance with Subrecipient vs. Contractor guidance.
  2. Obtain scope of work, budget, budget justification and Subrecipient Commitment Form from the subrecipient.
  3. Route these documents with proposal package to ORA Pre-Award via IBISResearch.  
  • Subawards not included in the proposal may require separate, after the fact sponsor approval. Such requests must be escalated to Post Award.

Award/Subaward Stage

Submit Outbound Subagreement (OS) request in IBISResearch in accordance with IBIS Submission Guidance for New OS. Please see IBIS Submission Guidance for OS Amendments if submitting an amendment to an existing OS.
  • All subrecipients receiving federal funding must be registered at prior to subaward issuance.

Award Management Stage

  1. Monitor subrecipient's technical performance, compliance with contractual terms, and invoicing throughout the project.    
  2. Escalate any concerning issues to Post Award

Close-Out Stage

  1. Review and approve the Subrecipient Closeout Checklist, provided by Post-Award. Provide Checklist and final documents to Post Award.    
  2. If there are errors or concerns, facilitate a resolution with the subrecipient, involving RA as needed.