Purchase Orders for Subrecipient Contracts

1. New policy: SPA will no longer wait for a PO number to send fully executed subaward agreements to the subrecipient. The PO field will show “To Be Determined (TBD)”.

2. Once SPA has a fully executed subaward agreement, it will be sent to the subrecipient, the requestor, and the PI (but not to SSAS).

3. After receiving a fully executed agreement, the department/requestor can submit a requisition in Quantum to obtain a PO.

After the agreement is signed by both the subrecipient and SPA:

1. Submit a requisition in Quantum, completing the subrecipient requisition form. Example fields:

   • Time Period Start = 8/01/2020
   • Time Period End = 7/31/21
   • UMB PI = Jane Smith
   • Subrecipient PI = Joe Smith
   • Subaward Request # 1234
   • PO# = leave blank
   • Federal ID# = xxxxxxxxxx
   • Address = 123 Main St, Anywhere, USA
2. Attach the fully executed agreement to the requisition. Requisitions without a signed agreement will be returned.
3. Include the Subaward Request # on the description line. Example: Subaward Award #1234 – Univ. of Colorado
4. Add a note to the buyer: Signed agreement/amendment attached
5. SSAS will process the requisition into a PO.
6. A completed purchase order notification will be sent to the requestor via Quantum.
7. The department/requestor then notifies the subrecipient vendor and SPA of the PO number.

After an amendment/modification has been signed by SPA:

1. Submit a change order requisition in Quantum.
2. Attach the signed amendment/modification. Requisitions without the signed document will be returned.
3. Submit to SSAS.
4. SSAS will process the change order.
5. A completed change order notification will be sent to the requestor via Quantum.

After an amendment/modification has been signed by SPA:

1. Email subrecipient_po@umaryland.edu with the fully executed amendment attached.
2. SSAS will process the change order.
3. A completed change order notification will be sent to the requestor via Quantum.

• Email the fully executed agreement to subrecipient_po@umaryland.edu.
• Amendments/modifications that add funds: submit a requisition in Quantum.
• Amendments/modifications that only extend the period of performance: email the fully executed document to subrecipient_po@umaryland.edu.