Subrecipient New Award Process Guide

The Post Award Subaward Funding Administrator will review the subrecipient documents in the Funding Proposal in PERA to confirm all information has been received If any documents are missing, the Post Award Subaward Funding Administrator will reach out to the subrecipient to obtain. If a subcontractor indicates they do not have a COI policy Post Award Subaward Funding Administrator will need to include the subrecipient in the PDD. Note: The Post Award Subaward Funding Administrator will notify the Post Award Subaward Officer of the upcoming subcontracts that will need issued for urgent requests so drafts can be initiated while Post Award works to obtain finalized documents.

• Letter of Intent
• Entity Profile (if not from current FY)
• Statement of Work
• Budget & Budget Justification

The Post Award Subaward Funding Administrator will complete the Risk Analysis Form. If the subrecipient does not have a Risk Summary in the Organization data in PERA, the Post Award Subaward Funding Administrator will email RQA using the template that provides the Subrecipient Name, Number and UEI and request a Subrecipient Audit Risk summary be created and uploaded to the Organization in PERA. If the subrecipient is a Foreign Entity and either flagged on the Regulatory tab or has not yet been screened by Pre Award will need screened in Visual Compliance. The Funding Administrator will download the pdf of the active registration in sam.gov for the subrecipient, as well as a snippet of the Visual Compliance when applicable, complete the new subaward checklist within the Agreements module of PERA.

The Post Award Subaward Funding Administrator will complete the subrecipient information inthe PERA Agreements Module. High risk should be indicated when confirmed through the riskassessment and comments should be provided on the risk assessment form.

The Post Award Subaward Manager will review the subrecipient information, the subrecipientdocuments, the Risk Analysis Form and sam.gov registration in PERA andsend a notification to the Post Award Subaward Officer.

The Post Award Subaward Officer will review the documents and notes to create the subaward.If the subaward is high risk, the Post Award Subaward Officer will create the risk mitigationstrategy (RMS) to include any "Waiver of Risk Mitigation Requirements" as applicable withappropriate justifications and/or approvals. The RMS will be saved in PERA under loggedcorrespondence and documents.

• The Post Award Subaward Officer will work with the Risk Assessment Committee (RAC)to review mitigation strategies as needed.
• If dual review is needed, the Post Award Subaward Officer will send an ancillary reviewto the Post Award Subaward Manager for review and signature.

Once the Post Award Subaward Officer has Fully Executed the subaward it will be uploaded inPERA Agreements Module, and a notification will be sent to the Post Award Subaward FundingAdministrator.

The Post Award Subaward Funding Administrator will then complete the FFATA requirements inSAM.gov.

Subrecipient Amendment Process

Unilateral

• The Post Award Subaward Funding Administrator will complete the Amendmenttemplate, the Risk Analysis Form, download the pdf of the active Sam.gov registrationfor the subrecipient and put the Risk Analysis Form and Sam.gov snippet into the PERAAgreements module.
• The Post Award Subaward Funding Administrator will create an amendment record from theoriginal subagreement in PERA. The Post Award Subaward Funding Administrator will sendan ancillary review to the Post Award Subaward Manager for review and signature.
• The Post Award Subaward Manager will review the Amendment template, Risk AnalysisForm, sam.gov registration and sub amendment information in PERA to ensure there areno changes that would need further review from the Post Award Subaward Officer. Theamendment will be signed by the Post Award Subaward Manager or sent to the Directorof Post Award if above the delegated amount and then sent back to the Post AwardSubaward Funding Administrator.
• The Post Award Subaward Funding Administrator will send the Fully Executed (FE)amendment to the appropriate subrecipient contact.
• The PERA Agreements module will be updated to reflect the latest amendment, and FFATAwill be updated if it is applicable based on cumulative dollar amount at or exceeding$30,000 at the time of the amendment. If applicable, a pdf of the successful FFATAsubmission will be put into PC.

Bilateral

• The Post Award Subaward Funding Administrator will complete the Amendmenttemplate, the Risk Analysis Form, obtain a snippet of the active Sam.gov registrationfor the subrecipient, and put the Risk Analysis Form and Sam.gov snippet into the PERAAgreements module.
• The Post Award Subaward Funding Administrator will create an amendment record from theoriginal subagreement in the PERA Agreements module. The Post Award Subaward FundingAdministrator will send an ancillary review to the Post Award Subaward Manager to reviewand sign the amendment in PERA Agreements Module.
• The manager will review the Risk Analysis Form, sam.gov registration and sub amendmentinformation in PERA to ensure there are no changes that would need further review fromthe Post Award Subaward Officer. The amendment will be signed by the Post AwardSubaward Manager or by the Director of Post Award if above the delegated amount andthen sent back to the Post Award Subaward Funding Administrator.
• The Post Award Subaward Funding Administrator will send the amendment tothe appropriate subrecipient contact.
• The Post Award Subaward Funding Administrator will upload the email and template in PERAand mark the record as External Review. The subrecipient agreement section of PERA will beupdated to reflect the latest amendment, and FFATA will be updated if it is applicable basedon cumulative dollar amount at or exceeding $30,000 at the time of the amendment. If applicable, a pdf of the successful FFATA submission will be put into PERA.
• A weekly report from PERA will be provided to the Post Award Subaward FundingAdministrator can follow up on the pending amendments. The Post Award SubawardFunding Administrator will follow up with the subrecipient on any pending amendments.

Once the signed subrecipient amendment is returned, the fully executed subrecipient amendment will be uploaded to the PERA record.

Subrecipient Risk Analysis Process for Post Award Subaward Officer

• The Post Award Subaward Officer will locate risk analysis worksheet in PERA Organizationrecord.
• The Post Award Subaward Officer will review the worksheet completed by Post AwardSubaward Funding Administrator, along with any supporting documentation to determine thenature of the risk and appropriate template (risk mitigation strategy) to use.
• If risk analysis worksheet indicates Special Considerations, Post Award Subaward Officershould work with Post Award Subaward Funding Administrator to determinate nature of thespecial consideration. Add additional language to the contract as appropriate and outline riskmitigation strategy under Contracting Comments Section D. Elevate to Post Award Director ifyou need assistance in determining additional language.
• The Post Award Subaward Officer will create the risk mitigation strategy (RMS) to includeany "Waiver of Risk Mitigation Requirements" as applicable with appropriate justificationsand/or approvals.
• The Post Award Subaward Officer will save the completed RMS in PERA under LoggedCorrespondence and Documents.