Administrative Procedures for New Subawards

  1. Once DSP has received the completed Preq (including the sole source justification for subawards exceeding $25,000), the statement of work, the subaward budget, and other documentation if applicable, DSP forwards the Preq to Grant Accounting for confirmation of the IAcct and risk assessment. The preq will also be sent to Conflict of Interest in Research (COIR) if applicable.
  2. DSP confirms that the subaward dates and budget are consistent with the prime grant or contract. If sponsor approval is needed, DSP contacts the PI/Department to request approval.
  3. DSP prepares the draft subaward and mails or emails it to the subawardee for signature. An email with the draft and courier tracking number is sent to the PI and department contact.
  4. After the Subawardee returns the signed subaward to DSP, DSP verifies COIR approval for signature if PHS funded. The Director of DSP signs the subaward on behalf of the University of Iowa. 
  5. DSP forwards the Preq to Purchasing with the fully signed agreement attached.
  6. Purchasing issues a purchase order number. If transmission is by email, Purchasing sends a PDF of the subaward and PO.  The next day Purchasing sends the completed purchase order to DSP.
  7. DSP sends one fully executed original, a cover letter, and the PO to the subawardee via UPS if originals are required.
  8. DSP enters the date sent and UPS tracking number in the subaward log. This triggers an automatic email to the PI, Department Contact, and GAO with a link to the fully signed subaward.
  9. The PI is responsible for monitoring the subawardee's performance, monitoring and compliance with the prime award and subaward terms, and for reviewing and approving invoices.

Existing Subawards

  1. The PI is responsible for monitoring the subawardee's performance, monitoring and compliance with the prime award and subaward terms, and for reviewing and approving invoices.
  2. Grant Accounting is responsible for monitoring the subawardee's compliance with audit, financial, and equipment reporting requirements.
  3. COIR is responsible for monitoring the subawardee's compliance with the PHS conflict of interest policy.
  4. Subawardees are paid by submitting an invoice to Grant Accounting. Grant Accounting processes the invoice and forwards it to Accounts Payable.
  5. Accounts Payable generates one of the following payment voucher reports depending on the dollar value of the payment or if it is a capital equipment purchase.
    • Assumed Receipt Voucher Report - This voucher report provides departments information on invoices which have been received by Accounts Payable and entered into the AP/PO PeopleSoft system for non-equipment purchases and purchases under $10,000. One copy of this report is sent via e-mail to the requesting department. Payments are automatically made within the voucher terms unless Accounts Payable is notified prior to that date.
    • Capital Equipment Voucher and/or Purchases Greater Than $10,000 - This voucher report provides departments information on invoices which have been received by Accounts Payable and entered into the AP/PO PeopleSoft system for capital equipment purchases and purchases over $10,000. The AP/PO PeopleSoft system automatically puts these vouchers on a hold status. Two copies of this report are mailed to the department requester. The department must complete receipt and equipment information and return the voucher report to Accounts Payable to release payment. When the completed voucher report is returned, Accounts Payable will remove the hold status, which releases the voucher for payment according to the payment schedule. If for some reason the voucher should be held before payment is created, please e-mail (acntpay@uiowa.edu) or call Accounts Payable (335-0115) with justification.
  • No payments should be approved without verification by the PI that the subawardee is performing the scope of work as requested and in compliance with the terms of the prime award and the subaward. Payment processing according to the standard UI Accounts Payable procedures assumes the PI's verification.