Purchase Order Requisitions for Subawards

Requisitions are used to request a new Purchase Order (PO) and to increase an existing PO.

Use email to request any other action on a PO associated with a subaward (see email instructions following Requisition instructions).

Note: SPA cannot sign the subaward until the PO has been issued/changed

Before issuing the Requisition

  1. Verify
  2. The Project ID is for the correct grant or contract funding this subaward
  3. The Project ID is active during the period of performance for this Requisition
    (PO cannot start before the Project ID period begins or end after the Project ID period ends)
  4. This subaward to this subrecipient has been approved by the Sponsor of the grant or contract. If you are unsure or if this subaward was not included in the proposal submitted to the Sponsor, contact the Team in Sponsored Programs Administration (SPA) that handles your department for their assistance in making this determination.
  5. There are enough unobligated funds available in the project, budgeted for subcontracts (Accounts 3732 and/or 3734), to cover the cost of this Requisition
  6. There are no restrictions on the grant or contract that prevent you from spending the funds.
  7. A Subaward Request for a new subaward or a subaward modification was submitted
  8. Determine the amount for the Requisition
  9. Generally, a subaward is funded for one budget period at a time, coinciding with the budget period of the grant or contract funding the subaward.
  10. Funding the subaward for only one budget period at a time is often the most prudent way to adequately monitor the progress of work by the subrecipient, even when UMB has received funding for all of the budget periods of the grant or contract in advance.
  11. Round the amount to whole dollars
  12. Determine if you need a New PO or if you should change the existing PO for this subaward

A subaward and a PO are not the same. The subaward is the contract between UMB and the subrecipient that authorizes the subrecipient to do the work and be paid for it. The PO is the mechanism used to encumber funds in the UMB accounting system that have been committed to be paid to the subrecipient via the subaward. There can be multiple POs issued for one subaward.

Important Note: Although the Purchasing System allows multiple Project IDs to be used on one Requisition, this is not allowed for subaward Requisitions. Each PO for a subaward can be funded by only one Project ID.

  1. Get a New PO when:
  2. This is the first subaward under this award to this subrecipient (i.e. a new subaward)
  3. The funding for this part of an existing subaward is in a different Project ID than the existing PO. For example:
  4. each budget period of the award is in a different Project ID
  5. funds restricted to a particular purpose are in a separate Project ID
  6. You want a separate PO to be able to track the costs separately from costs for other work being done by that subrecipient under this award, even when there is only one Project ID funding the work. For example:
  7. to use separate POs for each protocol being performed under a subaward that is funding work for several protocols
  8. to restrict funds for use only for a particular purpose, such as a minority supplement
  9. The subrecipient will be paid on both a cost-reimbursement basis (for actual costs they incur) and deliverable cost-basis (paid a lump sum when a specific work task is performed) under the same subaward. For example:
  10. subrecipient will be paid for their personnel effort and travel for the core work they will be doing AND will be paid a fixed-fee for each subject enrolled in the study

Separate POs should be issued for the cost-reimbursement portion and the fixed fee portion.

  1. Change the existing PO only when the Project ID funding the Requisition is the same as the Project ID used when that PO was created.

Examples of this are:

  • Continuation of the subaward for the next budget period under an award that uses the same Project ID for all budget periods.
  • Increasing the subaward budget during the same budget period as the exisiting PO with funds from the same Project ID.

Completing the Requisition

  1. Add a new PUR01 Requisition
  2. Complete fields on the Main Requisition screen:
  3. Item = leave blank (not used)
  4. Description = Subrecipient Agreement
  5. Quantity = 1
  6. UOM (unit of measure) = YR
  7. Price = amount to be encumbered in this line of the Requisition
  8. Category: enter the applicable expense category on each line
  9. $25,000 for first $25,000 cumulatively over all years of the subaward
  10. $25,000 for rest of amount above $25,000 in this Requisition
  1. Applying the correct expense category
  • New Subaward and the total amount is $25,000:

Enter the entire amount on one line of the Requisition, using the expense category <$25,000.

  • New Subaward and the total amount is > $25,000:

Enter the first $25,000 separately from remainder of the amount by completing 2 lines on the Requisition. Do one line for $25,000. Then, create a second line for the amount > $25,000.

  • Modification to increase an existing subaward:
  1. If the cumulative amount of the subaward during all budget periods before this increase is $25,000, separate out the additional amount needed to reach the first $25,000.

Example: if existing subaward cumulative amount = $15,000, amount handles as $25,000 in this Requisition is $10,000
($25,000 - $15,000 = $10,000)

  1. If the cumulative amount of the subaward before this increase is $25,000, this increase is not part of the first $25,000, so the entire amount of this Requisition would be handled as an amount $25,000.

Important Notes:

The first $25,000 may have been issued under a different PO #, but, it still counts toward the total cumulative amount for this subaward.

Only the first $25,000 during the entire life of the subaward is handled as $25,000, notthe first $25,000 of each PO or each Requisition.

  1. Vendor = the subrecipient (organization)
  2. Header Comments must include:
  1. Whether this Requisition is for a new PO or to change an existing PO (provide existing PO# if this is a change)
  2. If increasing an existing PO, state cumulative amount of PO after this increase
  3. Start and end dates for the budget period of the funding provided in this Requisition
  4. The Subaward Request number associated with this action on the subaward (found in the subject line of the email copy of the Subaward Request)
  5. The UMB PI name and the Sponsor award number for the grant/contract funding this subaward (e.g. R01AI999888-03)
  6. Subrecipient (organization) name.Use the same organization name that is entered in Kuali Coeus.(Use the legal entity, for example, the University of Miami, not the Department of Cardiology)
  7. For a new PO: Also include the subrecipient’s address. This is especially important if there are several entries on the vendor list for this organization.
  8. New Vendor information. If subrecipient is not found on the vendor look-up table, provide: organization name, address, phone number and Federal Tax ID number (required for U.S. entities)
  1. Click all 3 boxes at the bottom of the Comments screen:
  2. Send to Vendor
  3. Shown at Receipt
  4. Shown at Voucher
  1. Email the Requisition number to your SPA Team indicating the corresponding Subaward Request number

Sample Header Comments

  • NEW P.O.for a NEW Subaward.:

This is a New Subrecipient Agreement between UMB andthe University of Pennsylvania, Office of Research Services, 3451 Walnut St, Philadelphia, PA 19104

Penn PI: Dr. Good Ideas

Budget period Feb 1, 2010 – Jan 31, 2011

UMB PI Dr B. Smart UMB award R01DK023456-05A1 Subaward Request #XXXX

If the Subrecipient is not on the vendor list, provide:

NEW VENDOR: Great Therapeutics, LLC. 123 Long St, Suite 501, Any Town, CA 98765 phone 444-222-8888 Federal Tax ID # XX-XXXXXXX

  • To INCREASE an EXISTING P.O. andextend the end date of the subaward:

Modification to increase P.O. # SR00000123 by $72,500 for the subrecipient agreement between UMB and Michigan State University

Revised total amount of PO # SR00000123 = $352,800

MSU PI: Dr. Well Known

Extend Period of Performance through Dec 31, 2011

UMB PI Dr B. Smart UMB award R01DK023456-05A1 Subaward Request # XXXX

  • To INCREASE an EXISTING P.O. withoutextending the end date of the subaward:

Modification to increase P.O. # SR00000123 by $72,500 for the subrecipient agreement between UMB and Michigan State University

Revised total amount of PO # SR00000123 = $352,800

MSU PI: Dr. Well Known

Budget period end date remains May 31, 2011

UMB PI Dr B. Smart UMB award R01DK023456-05A1 Subaward Request # XXXX

  • New P.O. for continuationof same subaward:

This is to request a NEW PO for continuation of the subrecipient agreement between UMB and Michigan State University, 301 Administration Building, E. Lansing, MI 48824

MSU PI: Dr. Well Known

Budget Period June 1, 2010 to May31, 2011

UMB PI Dr B. Smart UMB award R01DK023456-05A1 Subaward Request #XXXX

Note: SPA cannot sign the subaward until the PO has been issued/changed

Subaward POChanges Done Via Email

Send email to Joe nd cc your SPA Team; reference the Subaward Request number in the message

1. PO decrease for subaward modification

Email subject: PO # SR00000XXXX decrease

Please decrease PO # SR00000XXXX by $______. After this change, the revised total amount of this PO will be $______.

This subaward modification was submitted to SPA in Subaward Request#XXXX

2. POno-cost extensionfor subaward modification

Email subject: PO # SR00000XXXX extension

Please extend the period of performance of PO # SR00000XXXX to DATE.

This subaward modification was submitted to SPA in Subaward Request#XXXX

3. PO disencumbrancefor subaward close-out

Email subject: PO # SR00000XXXX disencumbrance

Please disencumber the remaining balance of on PO # SR00000XXXX to bring the balance to $0. All invoices have been received and paid under this subrecipient agreement.

Note: SPA cannot sign the subaward until the PO has been issued/changed

Contact your SPA Team if you have any questions

MAIN REQUISITIONS SCREEN

LOOK-UP BUDGET CATEGORY

ENTER NUMBER OF ROWS TO BE ADDED

MAIN REQUISITIONS SCREEN (with 2 Lines)

HEADER COMMENTS SCREEN

PDF OF COMPLETED REQUISITION

SPA - January 20161