Subawards
Outgoing Subrecipient Agreements from University of Montana to Collaborators
Overview
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 by the PreAward and Awards teams as incoming awards.
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 prior approval from the sponsor. PI’s will need to work with your assigned postaward Grant and Contract Officer to secure approval and will then the subaward team will require additional review time prior to issuance of the subaward agreement.
If you are unsure whether you need to budget for a subaward or contract service please see Subrecipient vs. Contractor Guidance.
Request a Subrecipient Agreement (Subaward/Subcontract)
Required Documents
Please ensure your packet to initiate your subaward includes the following materials:
- Download and complete the Subaward Initiation Form
- Subrecipient Commitment Form (completed and signed). Should be attached to proposal; collect an updated version from the subrecipient if needed
- Subaward Scope of Work
- 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
Please email the completed packet directly to the Subawards Team at subawards@umontana.edu.
What to Expect Next
Once we receive a completed Initiation Form and accurate additional documents outlined above, the Subawards Team will begin drafting the subaward agreement. This process typically takes 4 to 8 weeks. Incomplete packets and other errors will be returned for completion/correction.
Before the agreement is sent to the subrecipient entity, it will be sent to the UM PI and DRA for review and approval. The UM PI/DRA will have the opportunity to provide any corrections and changes. Approval is given by returning the completed approval guide to the Subawards Team.
The UM Subawards Team will 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 subrecipient key personnel or either UM or Subrecipient PI, or alterations to the period of performance—require a formal amendment to the agreement.
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.
To begin this process, the UM PI or DRA should submit a Subaward Modification Form, to subawards@umontana.edu.