RESEARCH ADMINISTRATION

Subawards Intake Beta Testing

Subawards Intake 

The Office of Research Contracts has devised a new and improved intake process to replace the current email-based submission process with Smartsheet. On August 1st, 2023, this will be the required mechanism for submitting new subawards and subaward modifications. Until then you may use either the current email-based submission process or the Subaward Intake Smartsheet (SIS).

Until August 1, 2023, the SIS will include an option to ignore intake if the submission is for testing only, to enable people to try out the new form before it becomes required.

 

How to Submit a New Subaward Request
  1. Get organized! Once you start entering your Subaward Intake Smartsheet (SIS), the form cannot be saved, only submitted.
  2. Include required attachments. The following documents are required for a new subaward request:

Note: Missing or incomplete documents may delay processing of the new subaward.

  1. Initiate the requisition in UA Financials before submitting your new subaward request. Be prepared to add the eDoc number in your request form. 

Step-by-step instructions for the initiating New Subawards using the Subawards Initiation Smartsheet (SIS) can be found here.

How to Submit a Subaward Modification

  1. Get organized! Once you start entering your Subaward Intake Smartsheet (SIS), the form cannot be saved, only submitted.
  2. Include required attachments. Your modification request determines what attachments you should provide.
  • Do you have a new or revised budget? Attach it.
  • Do you have a new or revised scope of work? Attach it.
  • Are there programmatic changes like a change of PI? Include the Programmatic Details form signed by the PI. 
  1. Do not initiate the Purchase Order Amendment (POA) until the assigned negotiator asks for it. A POA in UAccess Financials will prevent invoice payments from being processed.

Step-by-step instructions for initiating Subaward Modifications using the Subaward Initiation Smartsheet (SIS) can be found here.

 

Subaward Business Processes

Outgoing subawards cannot be processed until the sponsoring award has been fully processed by Postaward and the account has an Active status. In addition, the subrecipient must be an active vendor in UA Financials to initiate the requisition for the subaward.

Likewise, a subaward modification cannot be processed until any required sponsoring award modifications have been fully processed by Postaward. A subaward's Period of Performance (POP) cannot occur outside the sponsoring award's obligation start and end dates.

Research Hot Topics Webinar Series

Research, Innovation & Impact (RII) is excited to announce the 2nd Annual Research Hot Topics Webinar Series designed to keep you - faculty, researchers, staff, postdocs and grad students - abreast of ever-evolving research regulations..

Experts from RII Operations will present and be on hand to answer questions on the topic of the day as well as any other research questions you have. From understanding award and contracting processes and data privacy to understanding safety and conflict of interest, we want to make sure you have the updated information you need, when you need it.

To register for the series: Register Here

To access previous Hot Topics, please visit the Box link which requires UA NetID login:

https://arizona.box.com/s/yts84brfl7uztf33galqusd4ujhg6xxd 

Dates & Topics 

This monthly Zoom webinar is held from 2pm to 3pm on the following dates:

  • Sept. 13, 2023 - Preaward - Things to Know Before You Apply for Grants
    • Presenter - Rachel Rice, Director, Preaward Services, Sponsored Projects Services
  • Oct. 18 - Postaward
    • Presenter - Marcel Villalobos, Director, Postaward Services, Sponsored Projects Services
  • Nov. 15 - Contracting & Subawards 
    • Presenter - Radha Radhakrishnan, Director, Office of Research Contracts
  • Dec. 20 - Office for Responsible Outside Interests (OROI)
    • Presenter - Taren Ellis Langford, Director, Office for Responsible Outside Interests
  • Jan. 17, 2024 - Human Subjects Protection Program (HSPP)
    • Presenter(s) - Christine Melton-Lopez, Director, Human Subjects Protection Program and Mariette Marsh, Assistant Vice President, Regulatory Affairs and Safety
  • Feb. 21 - Animal Welfare Program (AWP) & University Animal Care (UAC)
    • Presenter(s) - Leah Steyn, Director, Animal Welfare Program and CJ Doane, Director/Attending Veterinarian, University Animal Care
  • Mar. 20 - Research and Laboratory Safety Services (RLSS)
    • Presenter - Leon Harris, Director, Research Safety and Occupational Health
  • Apr. 17 - Export Control
    • Presenter - Kay Ellis, Director, Export Control Program
  • May 15 - Research Integrity Office (RIO) and Training and Education
    • Presenter - Scott Pryor, Director, Research Integrity & Training 

Campus Research Administration Teams

Research Administration Support by College

College or School Research Administration Teams
College of Agriculture & Life Science https://research.cals.arizona.edu/pre-award-process
College of Architecture, Planning & Landscape Architecture https://engineering.arizona.edu/facultystaff/research-admin
College of Education https://coe.arizona.edu/office-dean/research-development-support
College of Engineering https://engineering.arizona.edu/facultystaff/research-admin
College of Optical Sciences https://www.optics.arizona.edu/research/contracts-and-grants

College of Science:

  • Chemistry & Biochemistry
  • Geosciences
  • Hydrology & Atmospheric Sciences
  • Molecular & Cellular Biology
  • Psychology
https://research.arizona.edu/research-services/sponsored-projects-servi…
College of Social and Behavioral Sciences https://sbsri.sbs.arizona.edu/
Eller College of Management https://eller.arizona.edu/departments-research/research
James E Rogers College of Law https://engineering.arizona.edu/facultystaff/research-admin
Research, Innovation & Impact Cores and Institutes https://research.arizona.edu/research-services/sponsored-projects-servi…

University of Arizona Health Sciences:

  • Cancer Center
  • College of Medicine Tucson
  • College of Medicine Phoenix
  • College of Nursing
  • College of Pharmacy
  • Med & Enid Zuckerman College of Public Health
https://research.uahs.arizona.edu/pre-award/home
Astronomy and Steward Observatory https://www.as.arizona.edu/grants-and-contracts

 

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