Subaward Request Instructions

Information you will need to enter the Subaward Request:

  • Kuali Research (KR) Award ID:  Use KR (Common Tasks > Search Awards) to find the relevant Award ID for the award that will fund this subaward. The Award ID is in the format 123456-00011. This identifier is only available once the award has been entered in Kuali Research, and can be found on the KR Award record as well as in Medusa.  Use the CURRENT budget year of the award. The KR Award record must be in Approved status.
  • Sponsor prior approval, for after-the-fact subrecipients (not included in the funded proposal) - review the Subaward Process
  • Subrecipient PI's KR Address Book ID (for NEW subawards):  Use KR to look up the Address Book ID for the Subrecipient PI. Go to All Links and search for Address Book to open the Address Book Look-up. If the person does not appear in your search results, submit an Address Request form.
  • KR Subaward ID (for MODIFICATIONS):  Use KR (Common Tasks > Search Subawards) to find the Subaward ID that you plan to modify.
  • Subrecipient Commitment Form - a current, completed, signed form is required for all actions except early termination of the subaward.
  • More information and FAQs

Subaward Request Questions - This document lists all the questions that may appear in the Subaward Request form and is intended to help you work with your PI to obtain the information needed to complete the form.

View submitted or saved forms

  • Log into Kuali Build. Click on Submissions, and then select Submitted or Drafts.
  • You may start a form, save, and return later.
  • If a form is Sent Back for revisions, it will appear in your Drafts list
  • You may duplicate a Submitted form - go to the Actions column and select Duplicate and Edit

Workflow - The form will be sent to the UMB PI for approval upon submission. After the PI approves, it is sent to SPA first for risk assessment and then for review and approval of the form by the SPA Subaward team.

The SPA Subaward team may return the form to you for revisions - make the revisions and approve or resubmit to return the form for continued review. When the SPA Subaward team approves the request, a subaward record is created in Kuali Research. The SPA Subaward team will prepare the agreement for final review before it is issued to your subrecipient.

Status - To find out where the request is in the workflow, log into Kuali Build, click on Submissions, and then select Submitted. If the status says "In Progress" (in yellow), then click on the link in the Form column to view the form. In the left column of the form, toggle from Review to Status to view the workflow and actions. You will receive an email from Kuali Notifications at several points in the workflow including after the request is sent to the PI for approval.

If the Status column says "Complete" (in green), then the form has been approved and the Kuali Build process is completed. Submitters receive an email with a PDF of the approved form. At this point, the Kuali Research record for this subaward has been created or updated, and the SPA Sub Team will send the new or modified subaward to the subrecipient.