Subawards Update & FAQs

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2 years 2 months
Submitted by pfc4 on

Greetings Colleagues, 
We understand there are many questions around our evolving subaward processes at the UW. We have a few FAQs to share now which may help you.

We are still investigating solutions on a number of other key questions and we will share with you soon.

 

How do I know if an Award Line was created in Workday for my active subaward?

 

Search for your SAGE Subaward numbers (e.g. SCxxxxx) in the Grant Name field in Award Portal or in the Workday search bar to find the Subaward Award Line for existing subawards.

 

How do I know if a Supplier Contract and/or a Purchase Order was created in Workday for my active subaward?

 

Use the Workday Subaward Status Report (R1218) to find your subaward. The Supplier Contract (SPC) is listed in the first column. Scroll right to find the Purchase Order (PO) column. If the SPC and/or PO exists, they will be listed in these columns.

 

Can my subrecipient submit invoices? And if so How?

 

Maybe…. If the following is in Workday:

  • a Supplier Contract (SPC)
  • a PO has been created on the SPC
  • the end date for the SPC has not passed
  • the extended amount on the PO has funds available to pay them

Subrecipients should follow instructions on the For Suppliers webpage to submit their invoices. Suppliers need to include “BPO” as part of the PO number, e.g. “BPO12345”, in the invoice.

 

Do converted PO numbers in Workday match my BPOs from Ariba?

 

When BPOs were converted to POs in Workday, the PO number will match the BPO number. If there were more than one BPO for a single subaward, one of those BPO numbers was used as the PO.

 

Other questions we are investigating:

 

  • What do I do if my subaward Award Line is not in my Award?
  • What do I do if our subrecipient isn’t listed as a Supplier Contract listed in the Workday Subaward Status Report (R1218)?
  • What do I do if my subrecipient’s Supplier Contract in Workday does not have a PO listed?
  • What should I be reviewing on the Supplier Contract and Purchase Orders to ensure the information is accurate? And, what do I do if they need corrections?
  • What is the process for the “in flight” subawards and modifications?

 

 

 

Please join us at our next bonus MRAM scheduled for this coming Friday 7/21 at 9 AM. Amanda Snyder, Associate Director & Josy Combs, Subaward Team Manager from the Office of Sponsored Programs will dive into questions and more. We’ll also have Lynn Magill, Asst. Director of Strategic Sourcing & Contracts from Procurement Services on hand to help respond to procurement questions.

 

Thank you,
The Office of Sponsored Programs