Create a Subaward Requisition for a Sponsored Program

This guide will cover:

• Prerequisites for submitting a subaward for a Sponsored Program

• What to know prior to creating a subaward requisition

• How to create a subaward requisition

A subaward is a legally binding agreement issued when a substantive portion of the sponsored project will be performed by another entity.  This binding agreement is created by the Office of Research Services and is signed by the Associate VP of Research.  If you need to submit a requisition for anything else, please see the quick reference guide Create a Non-Catalog Requisition.

 

Step One

Prior to creating a subaward requisition, there are a few items to know and prerequisites that must be completed prior to the creation:

• Be sure to have a copy of the fully executed contract/agreement for the subaward award before proceeding.  This contract is drafted by the Office of Research Services and is signed on behalf of the Institution.  For questions, reach out to the Office of Research Services at: research@uwyo.edu. 

• Indirect costs, also known as F&A (Facilities and Administrative) costs or overhead are costs incurred by the awardee in support of general business operations, but cannot be associated with a particular project.  Examples of these costs are: administrative expenses, accounting department costs, telephone, network support, utilities, etc.

• Externally funded federal grants or contracts are assessed the federally approved indirect cost rate.

  • The first $25,000 of each subaward is assessed indirect costs for the project period

  • Indirect costs are not assessed beyond the first $25,000 of each subaward

  • Indirect costs are assessed on the first $25,000 again in a renewal proposal when a new agreement is executed.

  • If there are continuations or extensions of the same subaward document, indirect costs are not assessed on the additional funds.

  • See the Indirect Cost Policy for more information (located on the UW Regulations and Presidential Directives website).

• One requisition should be created for a subaward for the full amount.  Note: If the subaward is greater than $25,000, two requisition lines will need to be created on the same requisition to allocate indirect costs appropriately.  This will be outlined in the steps below.

• While this is the same process as creating a purchase requisition, there are other specific steps needed for a subaward to be processed smoothly and efficiently.

 

Step Two

Navigate to the Purchase Requisitions area of WyoCloud

• Upon signing in to the WyoCloud from WyoWeb, the homepage will display.  Click on the Navigator button (three horizontal lines) in the upper left corner.

• First click Procurement to expand, then click Purchase Requisitions.

Step Three

Add a requisition line to create the subaward

• The default Purchase Requisitions page is named Self Service Procurement. On this page, begin a subaward requisition by selecting the three-dot icon. Then select Enter Requisition Line.

Due to the nature of indirect costs, we require two requisition lines on the same requisition be created to accommodate for the first $25,000 and any additional funds over.  The initial steps below will be for the first $25,000.  Step Five will outline adding additional lines for anything over $25,000.

 

 

 

• The New Requisition Line page will be displayed.

• From this page, select Fixed Price Services from the Line Type drop down. 

• NOTE: the pricing section may change slightly to reflect only an Amount field.

• Complete all required fields notated by a “required” text at the bottom of the field (the “required” text disappears after being filled). See details on what to enter for each field.
• NOTE: Entering the correct information is critical to ensure the requisition will not be denied during the approval process.

• On the same requisition page, there is also a Notes section and an Attachments section.
• There are optional “Note to Buyer”, “Note to Supplier”, and “Note to Receiver” fields that may be filled out in the Notes section

• Use the Category drop-down to identify if an attachment is to be sent to the supplier or kept internal to UW.  Both To Supplier and Internal to Requisition can be used here.  These are the only two types that should be used.  The others are not applicable to UW.
  • Select To Supplier in the drop down for items to be sent to the supplier.
• NOTE: the category you select applies to the attachment that is about to be uploaded, it will not change the category of an already uploaded attachment.

• To add an attachment, there is a box where attachments can be added. There is a drag and drop feature, or the box can be selected to bring up available files to attach. There is also a URL box as another option for an attachment.
• NOTE: A fully executed contract is required to be attached here for subawards, or the requisition will be denied.

• After the fully executed contract is uploaded, it will appear below the boxes with the availability to edit, delete, or download through icons on the right.
• NOTE: no additional attachments are necessary.
• NOTE: If you need to change the category on an attachment you’ve uploaded, click on the three-dot icon and click edit. From this pop-up, you can edit the category to be either To Supplier or Internal to Requisition.

• After uploading the contract attachment, click on Create and Continue in the top right corner of the page.

• After the requisition line is created, you will be taken to the Delivery and Billing Details page. The following are two more descriptions of required fields in the Delivery section.
• NOTE: There is a Back button in the top left corner if there are details on the Requisition Line Details page that need to be edited.

• Update the Billing section with the POET information for the project allocating out the subaward by clicking the three-dot icon then edit.

• A side-bar titled Distribution 1 will appear with sections and fields to edit. Enter POET information into the Project Costing section.
• NOTE: If you have already entered default project information, there will be multiple fields in the Project Costing section. If not, the only field you will see under Project Costing will be Project Number and will expand to more fields after the project number is entered.

• The following are Project Costing fields and their descriptions.

• All other fields should auto populate, but you should verify the information is correct:

• NOTE: Some sponsored programs in the Expenditure Type field may have more than one subaward agreement, we have created the ability to track up to six subawards with combinations to be able to accommodate the tracking. Make sure to check that the category you’re selecting corresponds with the amount listed (greater than or less than/equal to $25,000) An example screenshot is provided below:

• Once you have correctly filled out the Expenditure Type and clicked Update in the bottom right corner, the Charge Account string should update the natural account code to either 67001 ($25K or less to be assessed indirect costs) or 67003 (funds over $25K for no indirect cost assessment). The updated Charge Account string will not change until the Update button has been clicked.

• If the funding needs to be split between multiple funding sources, click on the three-dot icon, then click split to add additional funding distributions.

• The split side-panel will be like the previous distribution, but the distribution number at the top will show a new number. Enter the desired new distribution amount in the Amount field and the Percentage field will automatically populate. Enter the appropriate new information in the Project Costing section and select Create.

• The Billing section will display totals, and each distribution will be displayed with respective percentages and amounts.

 

Step Four

• After completing all required fields for the Delivery and Billing Details page, if you are ready to proceed to the cart, click Update in the upper right corner to be taken to the Cart page. If you want to add a new requisition line, click Update and Create New to be taken to the New Requisition Line page.
• NOTE: If you choose to select Update and Create New, you won’t see the cart has been updated until you update the new requisition or exit by selecting Cancel. A strip across the bottom of the page will have a “cart” tab that will take you to the Cart page.

• NOTE: You can see how many items are in the Cart page by looking at the number next to the Cart tab at the bottom of the screen. The other tabs navigate back to the Self-Service Procurement or My Requisitions page.

 

Step Five

If you need to enter an additional line for funds over $25,000 for the same subaward complete the below steps*

*If you do not need to add any additional lines, skip to Step Six.

• After selecting Update and Create New, you will notice the Enter Requisition Line screen has reset to the original view as shown in the beginning of Step Two.
• NOTE: If you need to add an additional line and are on the cart page on another page, you will need to navigate back to the Self-Service Procurement page and refer to the beginning of Step Two.

• You can follow the same steps outlined in Step Two through Four to complete the second requisition line.
• A few noted items to be aware of:
  • Use the correct Category Name for funds over $25,000
  • Be sure to select the Negotiated button on each requisition line

• In the project costing field, select the correct Expenditure Type under Billing for funds over the first $25,000 (in this example we are using Subcontract #1)

• After updating the distribution details in the Billing section, you can see the natural account segment reflects the account for funds over $25,000. (67003)

• Once you have all fields completed, you can add this line to the Cart by clicking on Update.

• You will see that there are now two items in the cart.

 

 

Step Six

Complete the requisition for the subaward

• This is the Cart page. It can be accessed after adding a requisition line, or by navigating to the tab at the bottom of the page.
• NOTE: The Requisition number assigned is displayed at the top.
• NOTE: The total amount of the requisition for the full subaward amount is reflected in the Requisition summary as the Approval Amount.

• Enter the requisition description by clicking on the pencil icon next to Requisition summary.

• The description should reflect the purpose of the requisition.

• In this example, we show two lines on the requisition (one for the first $25,000 and one for funds over $25,000 and their corresponding Category Name to reflect what line will be assessed indirect costs).  You may only have one line on your requisition (and it might be less than $25,000 or over $25,000 if this is a continuance or extension of a contract).

Step Seven

If you need to edit any of the line detail information, follow the below steps*

*Otherwise, skip to Step Eight.

• To update any information on the Requisition Lines from this screen, click the pencil icon or the truck icon. The pencil icon takes you right to the Line Details page, and the truck icon takes you to the Delivery and Billing Details page, but both pages are accessible after clicking either icon.
• NOTE: There is also an option to edit multiple lines at once. Just select the checkboxes and then select Edit Multiple.

• A page will display where you can edit the line details and the delivery and billing details.
• Refer to Step Two if you need help with entering the correct information.
• Once finished, select Update.

 

• NOTE: The visible charge account should reflect the correct account string tied to the project.  If the expense class did not update and reflects 999, please contact wyocloud-help@uwyo.edu.

Step Eight

Submitting the requisition for approval

• After confirming all of the information, select the three-dot icon in the upper right corner, then select Check Funds.

• A pop-up message will appear stating that “The requisition passed the funds check process.” Select View details or dismiss the message by clicking on the X.
• NOTE: The popup may display a Warning instead of passed.  The warning may state “The transaction passed with funds check process with warnings.” Select view details to see more information about the warnings.

• The Funds Status may change from “Not Reserved” to either “Passed” or “Warning.”  You will still be able to submit the requisition with a Funds Status of a Warning.
• If you are ready to submit the requisition, select Submit in the upper right corner. You may also select Save for Later (the three-dot icon by Submit) to save and submit at a later time.

• NOTE: If you are not going to submit the requisition yet but need to create other requisitions you must choose Save for Later.  By choosing this, additional lines will be added to the current requisition.

• If your Funds Status reported a Warning, you will receive another popup window verifying you want to submit the requisition with the warnings. Click Submit.

• The system will bring you back to the main requisitions page and a confirmation pop up window will display.  Within the confirmation window, you may note the requisition number and view a PDF summary of the requisition number if you choose.
• The Requisition will now also show under the My recent requisitions page.

 

Step Nine

After the requisition has been approved by all parties, the system will dispatch a PO (purchase order) to the supplier

The department is responsible for the management of payments on subawards.  The subaward recipient will need to submit invoices to the department for the department and PI to review.  After reviewing the invoice for progress towards goals, the following needs to be completed on the invoice:

• PI will need to initial and date the invoice.

• Department accountant needs to specify on the face of the invoice if the invoice in full or partial is related to any indirect costs (i.e., what requisition line is associated with this invoice).

• Note: The first $25,000 (or less) needs to be paid in full prior to paying anything over $25,000.  If multiple invoices are received for the same subaward (i.e., increments of $5,000), each invoice needs to be assessed indirect costs up until the $25,000 mark has been reached. 

• The department accountant will need to write the PO number on the face of the invoice and then forward the invoice to Payment Services (accounts-payable@uwyo.edu) for processing.