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 RA 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

  1. Confirm notice of award or agreement funding subaward is received or executed.   
  2. Verify  subrecipient is an approved UM vendor by contacting UM Purchasing    
  3. Complete Outbound Subaward/Jackson Work Order Request Form. 
  4. Submit Outbound Subagreement request in IBISResearch, attaching the completed Outbound Subaward/Jackson Work Order Request Form, Statement of Work (SOW), budget, budget justification and other relevant documents. 
  • All subrecipients receiving federal funding must be registered at SAM.gov prior to subaward issuance.

Award Management Stage

  1. Monitor subrecipient's technical performance, compliance with contractual terms, and invoicing throughout the project.  subward 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.