Updated January 22, 2024
In response to feedback and requests received, the RAS Subaward Team is pleased to provide information regarding updates and process improvements. This information was shared at the December 14, 2023 RAP Session, “Subaward Post-Award Process: Issuance, Monitoring & Closeout”.
1. Updated RAS Website Subaward section pages are now live!
The pages will quickly walk you through the steps, roles and responsibilities of PI/DLCI Admin and the RAS Subaward Team and provide links to forms and resource documentation.
We highly recommend accessing forms from the website to ensure you are using the most recently updated version.
2. Requesting New Subawards and Subaward Modifications
A New Subaward Checklist and Subaward Modification Checklist replace the need to enter subaward-specific information in the “Notes to Buyer” section in the B2P requisition. Please complete and upload the appropriate checklist with your request. They will assist you in providing the information needed by the RAS Subaward Team to efficiently process your request.
The Quickcard on the B2P home page called “Create or Change Subaward Requisition” has been updated accordingly and provides guidance on navigating the B2P requisition process for requesting subawards and modifications.
3. Invoice Approval Routing
Effective COB Friday, December 15th: The order that subaward invoices route for approval is changing to improve and streamline the workflow.
- Invoices submitted prior to COB 12/15/2023 will continue to route through current process flow.
- There will be a short amount of time overlap as these invoices complete the approval process.
- Invoice review details may be found on our website.
4. KC Notifications
KC Notifications with guidance for managing subawards have been enhanced. DLCIs will now receive a notification:
- At award activation where subaward entity has been added to the award record and requires action by DLCI to request a new subaward through B2P.
- 60 and 30 days prior to the end date of a subaward requiring action by DLCI to either submit a change order in B2P to request a subaward modification or a close-out request form.
Sharon Ray, Associate Director, RAS