Definition

A sub budget sets aside a portion of the funding from a grant, contract or gift budget into a separate UW budget number. This is distinct from a subcontract, in which part of a grant or contract awarded to UW is issued to another institution. Sub budgets remain a part of the same award as their parent and are almost always reported and/or invoiced cumulatively with the parent budget.

Why Sub-budgets?

Sub budgets are sometimes required, e.g. when a portion of an award’s funding is restricted for a specific purpose or an award has more than one indirect cost rate. In other cases a department may choose to request a sub budget, e.g. to allocate funds to a co-PI or another UW department involved in the research or to set apart funding for different projects within an award.

Note that GCA does NOT establish sub budgets for discretionary or surplus budgets. If a department wishes to monitor funds within such budgets, we recommend the use of Project Cost Accounting (PCA) codes.

Establishing a New Sub Budget

Sub budgets are set up or changed via a Transactions/Parent/Sub (Transpasu) form. The Transpasu for new grant and contract sub budgets is now available in an online tool—simply go to your parent budget’s Budget Information page in GrantTracker and click on the “Add New Sub Budget” link at the top left of the page. This automated form is intended to simplify the process and prevent common errors, such as incorrect indirect cost calculations or transferring more funds than the parent has available in a particular account code.

When you have completed the online tool, you will need to print the form, collect the necessary signatures, scan and submit to GCA Help via GrantTracker under the Transpasu topic.

For new gift sub budgets, please continue to use the downloadable Transpasu form available in the section below.

Changes to Existing Sub Budgets

While we hope to make the online Transpasu tool available for sub budget changes as well as new sub budget setup soon, for now you will need to download a Transpasu form to make any of the following changes:

  • Supplement an existing sub budget with existing funds from the parent budget.

  • Change the PI on a sub budget.

  • Move funds from the sub budget to the parent while leaving the sub budget open. (If you wish to close a sub budget and return its remaining balance to the parent, no Transpasu is necessary. Instead, send a closing request via GrantTracker.)

When you have completed the form and obtained the necessary signatures, please scan the form and submit via GrantTracker.

No Transpasu is necessary to extend a sub budget—you may do so via GrantTracker request.

If you wish to transfer funds between two sub budgets, you must complete two Transpasu forms—one to move funds from the first sub into the parent and the second to move those funds from the parent into the second sub. We cannot transfer funds directly between sub budgets.