Article Intended For
SIMBA Grants Management users
Introduction
A grant represents an overall award, maintaining details that describe the terms and conditions of the funding and administration of the sponsored award. A sponsor is the company, institution, or organization financing the research for the award. Sponsored programs (SP) represent the allocation of funds awarded to various faculty and business areas; multiple sponsored programs can be assigned to a single award.
Note: In Grants Management, internal orders (IOs) are called sponsored programs.
A subaward (also called subcontract) is a partnership with another entity that will complete a portion of the sponsored program's work or research. A dedicated IO/SP should be created for each subaward, regardless of the number of subawards. This pairing is an important part of subaward monitoring and sponsored program reporting. The business area is responsible for subaward payments and monitoring.
This article provides general guidance for managing subawards in SIMBA.
Learn more:
- SIMBA Support > Grants Management > Award Set-Up
- SIMBA Support > Grants Management > Award Monitoring
- Grant Subaward Invoice Workflow KB article
- Add or Edit Subaward Details KB article
- Internal Orders KB article
Article Body
- The Research Administrator requests a type 50 IO/SP (internal order/sponsored program) for each subrecipient.
- If the request is made during award setup, complete the Account Setup tab. The SIMS: Internal Approval Forms (IAF) - Account Setup Tab KB article explains the IAF form and the process.
- If the request is made after award setup, complete the GM Master Data Request template, accessible from SIMBA Support > Master Data Templates & Tools. To submit the completed template, complete the Master Data Ticket Request form and attach the request Excel file. (Access the Ticket Request from the Master Data Request Webform link on the Office of Research Accounting website.)
- Upload the subrecipient sponsored program budget using the GM Budget Upload Tool tile in SIMBA.
- Create a funds reservation for each subrecipient using the Create Funds Reservation tile in SIMBA.
- When the Subaward Award Notice is received, the Research Administrator enters the sub-agreement master data and subaward line item budget in SIMBA. Refer to the Add or Edit Subaward Details KB article for instructions.
- The Research Subaward Invoice Processor records actual invoice line item details for the subaward on the Activity tab. These details support expense tracking, aid in monitoring subaward budgets by line item, and feed the GM Single Subaward Report. Refer to the Add or Edit Subaward Details KB article for instructions.
- To pay the subaward invoice, use the AP non-PO invoice process and select the Grant Subaward Inv (ZG) document type. Be sure to reference the funds reservation number when processing payment so the funds reservation will be automatically reduced in SIMBA. Refer to the Non-PO Invoice Process Overview KB article for details.
- A PI reviews, approves, and certifies the invoice in SIMBA. Refer to the Grant Subaward Invoice Workflow KB article for details on the workflow steps.
- The Research Subaward Invoice Processor forwards a copy of the final invoice, along with completed PI approval and Certification of Technical Completion, to OSP (pssub-osp@psu.edu) for authorization to release final payment.
- After OSP authorizes release of final payment, the Research Subaward Invoice Processor uploads the final invoice, PI Certification of Technical Completion, and OSP approval into SIMBA using the AP non-PO invoice process and Grant Subaward Inv document type. Be sure to reference the funds reservation number when processing the payment so the funds reservation will be automatically reduced in SIMBA.
- The Research Subaward Invoice Processor uploads the final invoice, PI Certification of Technical Completion, and OSP approval into SIMBA and initiates approval workflow following the non-PO invoice process (using document type ZG). Be sure to reference the funds reservation number when processing the payment so that the funds reservation will be automatically reduced in SIMBA. Refer to the Non-PO Invoice Process Overview KB article for details.
Reminder: Payment to subrecipients must be made within 30 days of receipt of the invoice, in accordance with 2 CFR 200.305 (b)(3). If extenuating circumstances exist (such as questionable costs or incorrect format or information on the invoice), justification for payment beyond 30 days must be uploaded into SIMBA.
Links
SIMBA Support > Grants Management > Award Set-Up
SIMBA Support > Grants Management > Award Monitoring
SIMBA Support > Master Data Templates & Tools
SIMS: Internal Approval Forms (IAF) KB article
Grant Subaward Invoice Workflow KB article
Non-PO Invoice Process Overview KB article
Add or Edit Subaward Details KB article
Internal Orders KB article