Contracts & Leases
A SUBAGREEMENT is a contract that is put into place between the University and a contractor that is being paid through a grant. Subagreements are prepared by the Division of Sponsored Research at the request of the principal investigator. Only the following individuals are authorized to sign subagreements: the President, Director of Sponsored Research and the Vice President of Research (or his or her designee). *General Counsel must approve all contracts prior to execution.
Subagreements must be signed by all parties prior to the start of services. A Purchase Order is used to encumber funds serves as vehicle for payment processing (USF Policy 0-302.) Changes to the subagreement must be done by an amendment/modification through Sponsored Research. Changes are made to the purchase order when the modification has been executed and sent to Purchasing by Sponsored Research or the department along with a Purchase Order Change request.
ACCOUNT CODES - ITEM CATEGORIES
The account code for subagreements paying the first $25,000 of the grant is 51900.
Use Item Category "SUBAGREEMENT UNDER."
The account code for subagreements payment beyond the initial $25,000 up is 51800.
Use Item Category "SUBAGREEMENT $25M."
FORMAT REQUIREMENTS FOR SUBAGREEMENT REQUISITIONS
Requisition line Description Field
- Current Subagreement Number & Modification Number (if applicable)
- Grant name
Requisition Header Comments
- Brief Scope of Work
- Period of Performance (Dates of Service)
- Invoicing/Payment Schedule: Monthly, Quarterly, etc
- Cost Type: Fixed Price or Cost Reimbursable
- All Previous Subagreement Numbers (if number has changed)
Requisition Unit of Measure (UOM) Quantity and Unit Price
Subagreements with a fixed fee should be set up as quantity based requisitions. Example:
- Quantity 12
- UOM MO (Month)
- Unit price = $2,245.00
- total amount = $26,940.00
Subagreements with reimbursable fee should be set up as amount only. Example:
- Quantity 1
- UOM LOT
- Unit price = $26,940.00
- total amount = $26,940.00
If funds are available, the entire subagreement and/or modification amount should be encumbered.
Do not split payments up into separate monthly or quarterly requisitions. Splitting payments prevents a proper audit trail.
Split Distribution on Requisition Line Distribution
- A split distribution between 51800 and 51900 should be done on the distribution line not on the Requisition Header Default page as this does not allow for split by amount and does not always work in the way intended
- Use method demonstrated in the Hands-On Job Aid
Lack of any of the above information may result in the denial of the requisition back to the requester.
Do not attach subagreements, modifications or waivers. Purchasing will add that documentation after they are received directly from RFM
If the signed PO needs to be sent to the vendor, then please indicate this on a separate comment and include Vendor's Contact Name & Email Address.
If PO for your subagreement rolled into a new Fiscal Year, then related Modifications should be requested via Change Order so they can be on the same PO as the original in order to allow for a proper audit trail.
All subagreement modifications/amendments should be on the same PO as the initial subagreement. Once a new modification is received, the department should submit a change order so that the new modification can be added to the old PO. If the modification is for new funding for a new year, it should be submitted as an 'Add' requisition to add a new line to the PO.
If and ONLY IF the original/most current PO is closed, then a new PO can be issued because splitting modifications prevents a proper audit trail.
A copy of the Modification should be attached to the Change Order