Subaward Request Instructions

This guide explains the information, forms, and workflow steps required to submit a new subaward or modify an existing subaward.

Information You Will Need

Viewing Submitted or Draft Forms

1. Log in to Kuali Build → My Documents → Submitted or Drafts.
2. Drafts: Editable forms not yet submitted.
   • Can be saved, completed later, or deleted.
3. Submitted:
   • Form number is the "Title" column.
   • Available actions in "Actions" column.
   • Click the form to open and view buttons in the upper-right corner.

Submitters receive a notification to "acknowledge/approve". Forms requiring approval appear in the Action List. Click on the form to review and approve.

If a form is sent back to you for revisions, it will appear in the Action List. Click on the form to view and edit, then approve to resubmit into the workflow.

Workflow Process

1. New Subaward
   • UMB PI approves → SPA risk assessment → SPA Subaward team review → Approval.
2. Modification
   • SPA Subaward team review → Approval.
3. Returned Forms
   • SPA Subaward team may return forms for revisions.
   • Make revisions, approve, and resubmit.
4. Final Steps
   • Approved forms create or update subaward records in KR.
   • SPA prepares agreement for final review and issuance to subrecipient.

Checking Status

1. Log in to Kuali Build → My Documents → Submitted.
2. Click on the line to view the form.
3. Upper-right corner → 3 vertical dots → Workflow Status → View → Expand All.
4. If the Status column says "Complete" (in green), the form has been approved, and the Kuali Build process is completed. 
   
   • Submitters receive an email with a PDF of the approved form.
   • No changes can be made to the form via Kuali Build after it is approved and complete.
   • KR record for this subaward has been created or updated, and the SPA Sub Team will send the new or modified subaward to the subrecipient.