Subawards
When the University of Montana receives a sponsored award that includes funding for work to be completed by another institution or organization—and the nature of that work qualifies the recipient as a subrecipient—the OSP Subawards Team is here to assist in issuing the appropriate subaward or subcontract agreement.
(Please note: Incoming subawards—where UM is receiving pass-through funds from a collaborator—are handled the same as other incoming awards.)
Request a Subrecipient Agreement (Subaward/Subcontract)
Subrecipient agreements (subawards & subcontracts) should be clearly identified and properly budgeted during the proposal stage. Please upload the required documentation (listed below) to Cayuse as part of your proposal. If a subaward is identified after the award has been received—or if any of the documents need to be revised—you are welcome to email the updated materials directly to the Subawards Team. Please note that subawards not identified during proposal stage will require additional review time prior to issuance.
Step-by-Step Instructions
- Send the Subrecipient Commitment Form Version Date: November 5, 2024 to your collaborator. They will complete the form with their Sponsored Programs or Grants Office. → Important: This form must be signed by an Authorized Official (AoR) from the subrecipient’s OSP or equivalent office.
- Download and complete the Subaward Initiation Form, Version Date: August 20, 2025.
Required Documents
Please ensure your packet includes the following materials:
- Subaward Request Form
- Subrecipient Commitment Form (completed and signed)
- Subaward Scope of Work [link to line in FAQ re: SoWs]
- Subrecipient budget in Excel format (clearly showing F&A calculations i.e. included vs excluded costs)
- Budget Justification/Narrative aligned with the budget
Note: The scope of work, budget, and justification will be included as attachments—along with the prime award document—in the final agreement.
Submitting Your Packet
If you are at the proposal stage: Upload all documents to the Cayuse proposal record once the Subaward Initiation Form is complete.
If UM’s award has already been received, or documents need revision: You may email the completed packet directly to the Subawards Team.
What to Expect Next
Once we receive a complete and accurate packet, the Subawards Team will begin drafting the subaward agreement. This process typically takes 4 to 8 weeks.
Before we send the agreement to the subrecipient entity, the UM PI and DRA will have the opportunity to review and approve the draft.
We’ll then send the approved subaward/subcontract to the subrecipient, facilitate any necessary negotiations, and move forward with execution.
Modify a Subaward/Subcontract
Any changes to a subaward—such as budget adjustments, scope revisions, new funding, cost share changes, changes to personnel (either at UM or the subrecipient), or alterations to the period of performance—require a formal amendment to the agreement.
To begin this process, the UM PI or DRA should submit a Subaward Modification Form, Version Date 8/21/2025.
Please Note: Changes to the prime award (e.g., additional funding or date extensions) do not automatically apply to the subrecipient. A formal modification must still be processed.
Additional Information (is this supposed to be links?)
- PI/Department Responsibilities
- Subaward/Subcontract FAQs
- Subrecipient vs Vendor vs Consultant