Subawards

Overview

GCA’s role in the subaward process has increased significantly since the implementation of Workday Finance. This webpage provides information about GCA’s involvement in the subaward process from set up of the subaward award line to closeout.

Set up a new subaward award line in Workday

A new subaward award line can be requested when submitting an Award Setup Request (ASR) process or a SAGE Modification Request (MOD). Follow the first steps outlined in the Office of Sponsored Programs (OSP) Subawards webpage.

Whether submitting an ASR or a MOD, GCA needs the following to create a subaward award line and grant worktag in Workday:

  • A SAGE ASR or MOD
  • A SAGE Budget subaward worksheet
  • The amount of the subaward that is subject to UW F&A. GCA enters this into the Basis Limit field in Workday.
  • The name of the Subrecipient. Add the name to the ASR/MOD Comments & History or to the SAGE Budget subaward worksheet title. GCA uses it to populate the Workday Subrecipient field and is a helpful way to distinguish multiple subaward award lines within the same Workday award.

Tip: Once the subaward request is created in SAGE, provide the SC ID number to GCA via Award Portal. GCA adds the SC ID number to the Grant Name. This helps the OSP Subs identify the correct award line when they request the creation of the supplier contract and purchase order.

Visit the Setting up an Award Line webpage to learn how to identify a subaward award line in Workday.

Manage a Subaward Award Line

Make a change to a subaward award line in Workday

Send a GCA Only MOD to request a change to the following Workday fields in a subaward award line:

  • Grant Name
  • Line Amount
  • Cost Center
  • End Date (requested end date must fall within award period)

If a correction to Workday is needed, send an Award Portal ticket using the topic “Award Setup”.

To request a change to the outgoing subaward, visit the "Subaward Changes" section of Office of Sponsored Programs’ Subawards webpage.

Prepare for the Next Year of a Subaward

If the subaward will continue into the next year, it’s important to know whether the next year of the subaward will keep the same award line or require a new award line. This will help you prepare and submit the appropriate request to GCA.

The first step is to determine whether the prime award requires separate year accountability.

Definition of Separate Year Accountability

When a sponsor requires the University to keep each year of funding and expenses separated, this is referred to as “separate year accountability”.

If the prime award includes any of the following terms, separate year accountability is required:

  • A final financial report or a final invoice is required at the end of each budget period
  • Carry over an unspent balance to the next budget period requires sponsor approval
  • Each year is assigned a different sponsor award number or purchase order number

Separate Year Accountability Required → New Award Line

If the prime award requires UW to keep each year of funding and expenses separate, each year of the subaward will be set up in Workday with a new award line.

Once GCA processes the OSP/GCA MOD for the next year of the prime award, create a new SAGE Budget subaward worksheet and send a GCA Only MOD to create a new subaward award line in Workday.

Separate Year Accountability Not Required→ One Award Line

If the prime award does not require UW to keep each year of funding and expenses separate, all years of the subaward can be accounted for in one award line.

Once GCA processes the OSP/GCA MOD for the next year of the prime award, update the subaward worksheet with a column for the additional time and funding, then send a GCA Only MOD to supplement and extend the subaward award line in Workday.

If you have a question about whether your award requires separate year accountability, please send an Award Portal ticket under the topic “Award Setup” and we will provide guidance.

Close a subaward award line in Workday

GCA closes the prime award and the subaward award line at the same time so there is no need to send a request to GCA to close the subaward award line. The Award Line Lifecycle Status of the subaward award line will change to "Closeout In Progress" when after the Final Action Dates passes.

To facilitate a smooth closeout of the subaward award line, please: 

  1. reconcile subaward expenses and subrecipient invoices
  2. ensure that the subrecipient’s final invoice is posted to Workday
  3. submit a Purchase Order - Change or Close Form to close the subaward purchase order

Additional Considerations

There are two things to keep in mind that are specific to closing a subaward award line:

  1. UW F&A
  2. Carryover

UW F&A

If the prime award includes a cap on how much UW F&A can be charged on subaward expenses, GCA enters a basis limit in Workday to ensure that the cap is not exceeded. During closeout, GCA confirms that the F&A expenses were charged correctly and may make a final adjustment if needed.

In cases where the F&A cap was not met, GCA will create a Workday basis limit for the remaining amount of F&A on the continuation subaward award line.

Carryover

If there is an unspent balance on a subaward award line, GCA will transfer it to the continuation primary award line or to the continuation subaward award line if available.

GCA transfers the balance as available for use or restricted depending on the terms of the subaward and the prime award.

Available for Use

GCA will transfer the unspent balance as available for use if the prime award and the subaward agreement allow automatic carryover.

Restricted

GCA will transfer the unspent balance as restricted if the prime award indicates that carryover requires sponsor approval or does not address carryover in its terms and conditions.

Department Responsibilities

It is the department’s responsibility to:

  • ensure that the subrecipient is a Workday Supplier and a Workday Subrecipient (see How do you know if a subrecipient is a supplier in WD? FAQ)
  • ensure that the subaward award line amount matches the amount stated on the outgoing subaward agreement (excluding UW F&A)
  • reconcile subaward expenses and subrecipient invoices
  • ensure that the subrecipient’s final invoice is posted to Workday before the Final Action Date
  • submit a Purchase Order - Change or Close Form to close the subaward purchase order

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