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id="block-system-main" class="block block-system"> <div class="content"> <div id="node-201" class="node node-page slider-secondary clearfix" about="/set-sub-awards" typeof="sioc:Item foaf:Document"> <span property="dc:title" content="Issue Subawards/Subcontracts" class="rdf-meta element-hidden"></span><span property="sioc:num_replies" content="0" datatype="xsd:integer" class="rdf-meta element-hidden"></span> <div class="content"> <div class="field field-name-field-body field-type-text-long field-label-hidden"><div class="field-items"><div class="field-item even"><p>聽</p> <div class="collapse-item"> <div aria-expanded="false" class="header-text" role="button" style="background-color:#052049; color: #FFFFFF;" tabindex="0"> <p style="font-size:16px;" title="">Request聽Subaward/Subcontracts</p> </div> <div aria-hidden="true" class="content-text" role="region" tabindex="-1"> <div class="wysiwyg_threecols layout--33-33-33"> <div class="wysiwyg_threecols--first bg--undefined bg--transparent"> <h5>Initiate Request</h5> <p>Principal Investigator and/or department notifies the <a href="/find-my-support" target="_blank">OSR officer that accepted the award聽</a>of Subcontracts聽needing to be issued.聽</p> </div> <div class="wysiwyg_threecols--second bg--undefined bg--transparent"> <h5>Prepare and Compile Request</h5> <p><a href="/find-my-support" target="_blank">OSR team</a> prepares and submits the Subaward/Subcontract request聽to the聽Subcontracts聽team.聽</p> <ol> <li>Subaward Request Form (SRF) (<a href="/sites/g/files/tkssra1766/f/Subaward_Request_Form.pdf">Short Form</a>/ <a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/SRF%20Long%20Form.pdf">Long Form</a>/<a href="/sites/g/files/tkssra1766/f/wysiwyg/SRF%20Instructions.pdf" target="_blank">Instructions</a>)</li> <li><a href="/subaward-proposal-toolkit" target="_blank">Applicable Documents</a></li> <li>Additional Materials as required <ul class="list-bullets"> <li>If under Federal Contract, provide Contracting Officer Approval (COA)聽or have the COA prepared with your Subaward Request Form. 聽</li> <li>If request is < 90 days from start date, submit a justification for the late submission.聽</li> </ul> </li> </ol> </div> <div class="wysiwyg_threecols--third bg--undefined bg--transparent"> <h5>Review and Submit Request</h5> <p>OSR Subcontracts team:聽</p> <ol> <li>Reviews the Subaward/Subcontract Request Packet.</li> <li>Requests additional information, as needed.聽</li> <li>Completes required compliance checks.</li> <li>Prepares subcontract agreement/amendment.</li> <li>Works with subrecipient to receive聽the signed agreement.聽</li> </ol> </div> </div> </div> </div> <div class="collapse-item"> <div aria-expanded="false" class="header-text" role="button" style="background-color:#058488; color: #FFFFFF;" tabindex="0"> <p style="font-size:16px;">Check Status of Subawards/Subcontracts</p> </div> <div aria-hidden="true" class="content-text" role="region" tabindex="-1"> <p>Department administrators may:聽</p> <ol> <li> <ul class="list-bullets"> </ul> <a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/CACTAS_Sub_Search.pdf" target="_blank">Quick Guide on how to Search for聽Subaward/Subcontracts in CACTAS.聽聽聽</a> <ul class="list-bullets"> <li>Search by SC# of A#</li> <li>Search by CACTAS Search Tab</li> <li>Create View to monitor status</li> </ul> </li> <li>Use RAS to check final repository of Subaward/Subcontract document.聽 <ul class="list-bullets"> <li><a href="https://osr.ucsfsitebuilder.acsitefactory.com/sites/g/files/tkssra1766/f/wysiwyg/StatusQueryinRAS_2015.11.20FINAL.pdf" target="_blank">RAS Quick Guide</a> <ul class="list-bullets"> </ul> </li> </ul> </li> </ol> </div> </div> <div class="collapse-item"> <div aria-expanded="false" class="header-text" role="button" style="background-color:#007CBE; color: #FFFFFF;" tabindex="0"> <p style="font-size:16px;">Standard聽Compliance Checks</p> </div> <div aria-hidden="true" class="content-text" role="region" tabindex="-1"> <p><em>Examples聽of routine compliance checks.聽Actual compliance requirements will vary by sponsor and activity.聽</em></p> <div class="wysiwyg_twocols layout--50-50"> <div class="wysiwyg_twocols--first bg--transparent"> <p><strong>Single Audit compliance</strong>: 聽Subrecipients receiving U.S. federal funds must certify their current financial accountability by completing our audit certification letter and questionnaire (if applicable).</p> <p><strong>Risk Assessment Committee (RAC)</strong>: To ensure compliance with Uniform Guidance requirements, the RAC assesses the risk level of federal grant subrecipients (outgoing subawards) by reviewing a questionnaire and financial statements provided by the subrecipient. The RAC meets weekly and as needed. 聽</p> </div> <div class="wysiwyg_twocols--second bg--transparent"> <p><strong>Restricted Party Search (RPS)</strong>: This database checks debarment and terrorist activity/do not fly list. OSR searches the federal RPS lists to ensure that the subawardee has not been identified and disqualified as a subrecipient by a federal agency.聽</p> <p><strong>Institutional Review Board (IRB) or Institutional Animal Care and Use Committee (IACUC) approval</strong>: The Subcontracts team collects the IRB and IACUC letters for foreign subrecipients.聽聽聽</p> </div> </div> <p>聽</p> </div> </div> <div class="collapse-item"> <div aria-expanded="true" class="header-text" role="button" style="background-color:#052049; color: #FFFFFF;" tabindex="0"> <p>Subaward/Subcontract聽Capital Advances</p> </div> <div aria-hidden="false" class="content-text" role="region" tabindex="-1"> <p>At UCSF, advances are limited to foreign subrecipients聽 in <a href="https://wellcome.org/grant-funding/guidance/low-and-middle-income-countries" target="_blank">Low and Middle Income Countries</a>. The maximum amount allowable on an annual basis is 25%聽of聽the annual amount plus upfront costs including聽the purchase price of any equipment budgeted.</p> <p>Along with a <a href="/sites/g/files/tkssra1766/f/Subaward_Request_Form.pdf" target="_blank">Subaward/Subcontract Request Form</a>, the following must be supplied:</p> <ul> <li>PI and Department Representative聽must聽 sign a聽<a href="/sites/g/files/tkssra1766/f/wysiwyg/Subrecipient%20Monitoring%20Assurance%20letter.docx" target="_blank">subrecipient monitoring assurance letter</a>聽certifying that they聽has read and understands all聽<a href="/sites/g/files/tkssra1766/f/wysiwyg/Subrecipient%20Monitoring%20at%20UCSF.pdf" target="_blank">UCSF subrecipient monitoring requirements.</a></li> <li>Budget calculation for how the working capital advance amount is being determined.</li> <li>If there are upfront costs, provide an explanation of the costs and an estimated period as to when these funds will be spent by the subrecipient.</li> </ul> <p>For foreign subrecipients not located in Low or Middle Income Countries that request a Working Capital Advance, please contact the Subcontracts Team to request an exception: <a href="/cdn-cgi/l/email-protection#5310140026311c26270736323e13263020357d363726"><span class="__cf_email__" data-cfemail="0645415573644973725263676b467365756028636273">[email protected]</span></a>.</p> <p><em>Reconcile the advance on the invoices each year. Replenish the advance if needed and/or adjust to meet the needs of the project. Advances may be carried over from year to year.</em></p> <p><em>Review Advance Invoice to ensure amount is not more than is allowed by the subaward contract.</em></p> <p><strong><a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/How%20to%20Request%20Advance%20of%20Funds%20on%20Outgoing%20Subawards.pdf" target="_blank">Detailed Instructions</a></strong></p> </div> </div> <div class="wysiwyg_twocols layout--50-50"> <div class="wysiwyg_twocols--first bg--interactive-purple"> <h5>UCSF Resources</h5> <ul> <li><a href="https://osr.ucsf.edu/subawards-PIs" target="_blank">Subaward Best Practices (for PIs)</a></li> <li><a href="https://osr.ucsf.edu/subawards-OSR" target="_blank">Subaward Best Practices (for OSR Staff)</a></li> <li><a href="https://osr.ucsf.edu/faqs" target="_blank">Subaward/Subcontract FAQs</a></li> <li><a href="https://controller.ucsf.edu/how-to-guides/contracts-grants-accounting/research-administration-system" target="_blank">Research Administration System (RAS)</a></li> <li><a href="https://ucsfonline.sharepoint.com/:x:/s/OSRStaff2-DepartmentChairMSOandDelegation/EXub0-ChlZJIp2twpFEVmEYBI4XVQs1kHe99BkKg6Ob5IA?e=TfW10S" target="_blank">Current list of RMS Teams, Department Chairs, MSOs and Delegated Authorities</a>聽(UCSF Login Required)</li> </ul> <p><strong>Tools</strong></p> <ul> <li><a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/wysiwyg/SubcontractVs%20Services%20Agreements09012016.pdf" target="_blank">Subcontractor or Purchase Agreement Matrix</a></li> <li><a href="https://osr.ucsf.edu/subaward-proposal-toolkit" target="_blank">Subaward/Subcontract Proposal Toolkit</a></li> </ul> <p><strong>Training</strong></p> <ul> <li><a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/wysiwyg/Subrecipient%20versus%20Contractor%20determinations%20%281%29.pptx" target="_blank">Subcontractor or Purchase Slide Deck</a></li> <li><a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/wysiwyg/2021.03_Fixed%20Rate%20Guidance.pdf" target="_blank">Fixed Rate Guidance</a></li> <li><a href="https://controller.ucsf.edu/how-to-guides/contracts-grants-accounting/outgoing-subawards-process-monitoring" target="_blank">Outgoing Subawards Process and Monitoring (Controller's Office)</a></li> <li><a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/wysiwyg/StatusQueryinRAS_2015.11.20FINAL.pdf" target="_blank">RAS Quick Guide</a></li> <li><a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/wysiwyg/RAS-Subward%20Action%20Definitions%2011092015.pdf" target="_blank">RAS Definitions</a></li> <li><a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/wysiwyg/Subaward_CACTAS_Guide.pdf" target="_blank">Subcontract/Subaward CACTAS User Guide</a></li> <li><a href="https://osr.ucsf.edu/electronic-systems" target="_blank">CACTAS User Guidance</a></li> <li><a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/wysiwyg/Creating%20CACTAS%20Views.pdf" target="_blank">Instructions to create CACTAS Views for Subcontracts</a></li> </ul> <p><strong>Forms and Templates</strong></p> <ul> <li><a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/Subaward_Request_Form.pdf" target="_blank">Subaward Request Form</a>聽/聽<a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/wysiwyg/SRF%20Instructions.pdf" target="_blank">Instructions</a>聽/聽<a href="https://www.youtube.com/playlist?list=PLHXktaVxjnxobfR9kJ5vwHVn8xMPjOgNi" target="_blank">Video Overview聽</a>/聽<a href="https://osr.ucsf.edu/sites/g/files/tkssra1766/f/wysiwyg/SRF_QA_2021-08-17.pdf" target="_blank">Q&A Session</a></li> <li><a href="https://supplychain.ucsf.edu/Subcontract%20Blank%20Invoice" target="_blank">Subcontract Invoice Template</a></li> </ul> </div> <div class="wysiwyg_twocols--second bg--interactive-dark-grey"> <h5>Sponsor Resources</h5> <ul> <li><a href="https://fdpclearinghouse.org/organizations" target="_blank">FDP Clearinghouse Participating Organizations</a></li> <li><a href="https://www.ecfr.gov/cgi-bin/text-idx?SID=5262b0ff7d2ab103b4c861073242957a&mc=true&node=pt2.1.200&rgn=div5" target="_blank">Uniform Guidance</a>聽</li> </ul> </div> </div> <h1>Need help?</h1> <p>Contact the <a href="/find-my-support" target="_blank">Subcontracts聽team</a></p> </div></div></div> <div class="paragraphs-items paragraphs-items-field-paragraph-sections paragraphs-items-field-paragraph-sections-full paragraphs-items-full"> <div class="field field-name-field-paragraph-sections field-type-paragraphs field-label-hidden"><div class="field-items"><div class="field-item even"><div class="entity entity-paragraphs-item paragraphs-item-textarea"> <div class="content"> <div class="field field-name-field-pg-textarea-text field-type-text-long field-label-hidden"><div class="field-items"><div class="field-item even"><div class="wysiwyg_twocols layout--50-50"> <div class="wysiwyg_twocols--first bg--transparent"> <p><a href="/award-setup" target="_blank">Previous Step - Award Setup</a></p> </div> <div class="wysiwyg_twocols--second bg--transparent"> <p style="margin-left: 40px; text-align: right;"><a href="/administer-award" target="_blank">Next Step - Administer Award</a></p> </div> </div> <p>聽</p> </div></div></div> </div> </div> </div></div></div></div> </div> </div> </div> </div> </div> </div> </div> <div id="sidebar" class="column"> <div class="sidebar"> <div class="section"> <div class="region region-sidebar"> <div id="block-fieldblock-node-page-default-field-blockref-sidebar" class="block block-fieldblock"> <div class="content"> <div class="field field-name-field-blockref-sidebar field-type-blockreference field-label-hidden"><div class="field-items"><div class="field-item even"><div id="block-block-51" class="block block-block"> <h3>Responsibilities</h3> <div class="content"> <h5>Principal Investigator</h5> <ul> <li>Determine agreement type</li> <li>Approve Subaward/Subcontract request packet</li> </ul> <hr /> <h5>OSR Staff</h5> <ul> <li>Review agreement type</li> <li>Compile Subaward/Subcontract request packet</li> </ul> <hr /> <h5>OSR Subcontracts Team</h5> <ul> <li>Create CACTAS record</li> <li>Run compliance checks</li> <li>Prepare Subaward/Subcontract</li> <li>Negotiate Subaward/Subcontract</li> </ul> <hr /> <h5>Department Staff</h5> <ul> <li>Provide聽requested information</li> </ul> <hr /> </div> </div></div><div class="field-item odd"><div id="block-block-11" class="block block-block"> <h3>Contact Us</h3> <div class="content"> <h5 style="color: #FFFFFF;"><em><u><a href="/find-my-support" target="_blank">Find Your OSR Support</a></u></em></h5> </div> </div></div><div class="field-item even"><div id="block-block-116" class="block block-block"> <div class="content"> <p><a class="btn--small btn--white--underline" href="https://ucsf.co1.qualtrics.com/jfe/form/SV_8HOu4QbWPyMy0zI" target="_blank">Provide Website Feedback</a></p> <p>聽</p> </div> </div></div></div></div> </div> </div> </div> </div> </div> </div> </div></div> <div id="footer"> <div class="section"> <div class="footer-bottom"> <nav aria-label="Footer Navigation" class="footer--navigation"> <ul> <li><a href="/cdn-cgi/l/email-protection#d8b7abaab1b6beb798adbbabbef6bdbcad">Contact Us</a></li> <li><a href="https://www.ucsf.edu/accessibility-resources">Accessibility</a></li> <li><a href="https://www.ucsf.edu/website-privacy-policy">Privacy Policy</a></li> <li><a href="https://websites.ucsf.edu/website-terms-use">Terms of Use </a></li> <li><a href="https://websites.ucsf.edu/azlist">A-Z Website List</a></li> </ul> </nav> <div class="footer--copyright"> <p>© 2024 The Regents of the University of California</p> </div> </div> </div> </div> </div> </div> <script data-cfasync="false" src="/cdn-cgi/scripts/5c5dd728/cloudflare-static/email-decode.min.js"></script><script type="text/javascript"> /*<![CDATA[*/ (function() { var sz = document.createElement('script'); sz.type = 'text/javascript'; sz.async = true; sz.src = '//siteimproveanalytics.com/js/siteanalyze_8343.js'; var s = document.getElementsByTagName('script')[0]; s.parentNode.insertBefore(sz, s); })(); /*]]>*/ </script> </body> </html>