Subaward Contracts

As the PI, you will lead the management of subawards on your account. Please coordinate with OSP’s Subaward Coordinator and your Post Award Research Coordinator any updates or changes to your subaward contract. The flowchart above provides a quick reference on how subaward contracts are initiated, paid, and updated. Below are additional details regarding these steps. If you have any questions or issues, please email OSP’s Subaward Coordinator and cc your Post Award Research Coordinator for assistance.

• Active Grant Account: The PI must have an active grant account before the OSP Subaward Coordinator creates the subaward contract.
• Subaward Contract Approval: Within a week of receiving your account, the OSP Subaward Coordinator will send you the subawardcontract agreement for approval. Please review and approve it promptly to move to the next step.
• Contract Signatures: After your approval, the OSP Subaward Coordinator will negotiate and obtain signatures from both the subaward institution and Texas State University.
• Fully Executed Subaward Contract: Once signed, the contract is fully executed, and work can begin. Copies will be sent to you and the subaward institution.
• Total Contract Management (TCM): Ensure your Post Award Research Coordinator receives a copy of the fully executed contract to upload it into the TCM system.
• Create PO: Once the contract has been uploaded into the TCM system, notify your Post Award Research Coordinator to submit a PO request in SAP. Be sure it is coded correctly to collect IDC only on the first $25,000.
• Monitoring Progress: Regularly communicate with the subrecipient to ensure their work is on schedule and deliverables are timely.Meeting frequency dependson the project timeline and experience.
• Cost Sharing: If required, collect documentation verifying that cost-sharing commitments are met.
• Documentation: Collect and maintain all technical/programmatic reports from the subrecipient. This can be delegated to the Post Award Research Coordinator.
• Compliance: Ensure compliance documents are current for the subrecipient's work. This also can be delegated to the Post Award Research Coordinator.
• Inventions and Patents: Maintain documentation for patentsif applicable.
• Issue Documentation: Document any issues or disputes and if necessary, report any them to the OSP Subaward Coordinator.
• Subaward Changes: Notify the OSP Subaward Coordinator immediately of any changes to the subaward agreement.
• Respond to Inquiries: Be available to answer questions from OSP about the subaward’s performance, progress, and expenditures, and assist with audits.
• Invoice Payment: Review and approve subaward invoices, ensuring expenses are allocable, reasonable, and align with the project's progress and budget. Final invoices should only be approved if you are satisfied with the subaward’s performance. Request an invoice checklist guide from your Post Award Research Coordinator if needed.
• Subaward Contract Renewal: Before renewal, submit a report to the OSP Subaward Coordinator addressing the subrecipient's progress, deliverables, compliance, and any other comments. 
• Project Closure: Notify the OSP Subaward Coordinator when the subrecipient's project ends and needs to be closed. Funds can only be un-encumbered after the subrecipient signs a Release of Claims.