OSP is responsible for coordinating and setting up outgoing subawards in ResearchUVA PBH (RUVA).
New outgoing subawards must be requested by the PI or their unit administrators in the RUVA Agreements module. In preparation for the subaward process please review and submit any applicable documentation referenced below.
Refer to the Outgoing Subaward Quick Guide for more information.
For subaward amendments, refer to this Quick Guide.
OSP cannot route a subaward agreement to the Subrecipient for signature prior to the receipt of all required documentation and ancillary reviewer approval.
Outgoing subaward requests should not be submitted in RUVA until all necessary ancillary reviews are complete in accordance with your school’s or unit’s business process. OSP will return requests submitted without PI and school or unit approval.
The following documentation is always required with new subaward requests:
Final Subrecipient Scope or Statement of Work (SOW)
The SOW must be specific to what the subrecipient will contribute to the project. This should not include a description of Subrecipient PI’s experience or general discussion about what the overall project will achieve.
At this stage, we are not justifying the subrecipient’s involvement in the project, but rather detailing their tasks and deliverables, which is an integral element of the contractual agreement.
Final Subrecipient Budget and Budget Justification
Please review the subrecipient budget and budget justification for any changes since the proposal stage due to adjustments made to the overall budget during award negotiation.
OSP requires a separate line-item budget and budget justification for each subrecipient. Also include any cost share budgets if applicable.
In certain situations, the following documentation may also be required:
Consortium Commitment Form (CCF)
Attach the Subrecipient’s completed CCF and applicable supporting documentation, if not submitted at the proposal stage.
Approved IRB and/or IACUC Protocol(s)
Provide IRB approval and/or IACUC Protocols for Subrecipients conducting Human Subjects or Animal Research.
Note: OSP needs to see the subrecipient’s IRB/IACUC approvals. If the subrecipient has ceded oversite to UVA, you need to provide UVA’s approval and any documentation from the subrecipient ceding review to UVA.
Approval from the Prime Sponsor to enter in to a subrecipient relationship.
Depending on sponsor requirements, the Sponsor may needed to approve new subawards not included in the proposal submission, such as sub-PI transfers.
Subrecipient Indirect Cost Rate and Fringe Benefit Rate Agreement
If the Subrecipient is not an FDP member, a Subrecipient Indirect Cost Rate and Fringe Benefit Rate Agreement will be needed.