Subawards Intake Form

No, this is a separate form. It looks very similar because we kept the same structure as the Contracts Intake Form. If you have a project under non-federal funding, and the project has subawards, you will need to complete one Contracts Intake Form for the agreement with the Sponsor, and one Subawards Intake Form for each of the subawards included in the project.

The Subawards Intake Form is another step towards the enhancement that will be implemented with the new ERA system. The Department initiates the subaward requests by completing the Subawards Intake Form. We are separating this function from the grants administration to define roles and responsibilities. This is in preparation of the new system, Novelution.
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You can request only one subaward per form, as each form is used to create individual agreements with our subrecipients. The same principle applies when multiple subawards under the same project need to be amended.

Subawards, like any other type of agreement where Drexel is releasing funds, can be requested and issued only after the agreement with the Sponsor has been signed by Drexel and the Sponsor.  If you submit a Subaward Intake Form under external funding without a fund number, we will reach out to confirm the information and if there is no fully executed agreement with the Sponsor, we will void the request, and you will need to submit it again once there is a fund number in place.

Most of our Sponsors reserve the right to approve the extramural engagement with other institutions. If the subaward that you are requesting is not included in the proposal that the Sponsor approved, you will need to work with your ORI Grants Administrator in central office to obtain written Sponsor’s approval to issue the subaward. You will need to attach such an approval to the Subaward Intake Form when requesting the subaward.

You would use the original COEUS record and when you are requesting the new subaward in the intake form, you will answer the question “Has the Sponsor approved this subaward?” selecting “Yes, the Sponsor approved this subaward, which was not initially included in Drexel’s proposal.  You will need to attach the written Sponsor’s approval before submitting the form.

The form will allow you to enter 00000 in both fields, however it will delay the process because we will need to email you to obtain the numbers.

The former is the entire period that the project will run for. For example, an NIH’s R01 grant runs for five years, while an NSF typically runs for two years.

Clinical Trials run for multiple years, often not known at the onset of the study.

The latter typically relates to an annual period of performance that runs in parallel with Drexel’s annual budget approved by the Sponsor.

Drexel’s policy is to issue subawards for up to 12 months so that proper required assessments can be done for each period annually.

The subaward’s budget period must fall within Drexel’s annual budget.

Example:

• Drexel receives funding (upfront) from a foundation, for a 3-year period (from 01/01/2025 – 12/31/2028) with annual performance and financial reporting requirements.
• Drexel’s budget period (annual reporting period) covers from 01/01/2025 – 12/31/2025.
• Subawards under this project can have an initial term for up to twelve months from 01/01/2025 – 12/31/2025.
• The subaward period cannot cross over Drexel’s annual period. If the subrecipient’s activities begin on the 10th month of the initial period and last for one year:
  • Subaward agreement is issued from 10/01/2025 – 12/31/2025
  • An amendment is issued to cover the remainder of the period, from 01/01/2026 – 09/30/2026

• Typically, Drexel will follow the Sponsor’s carryover terms included in the prime agreement and will the term to the subrecipient.
• Enter the information in the ‘Additional Comments’ section when requesting to approve carryover of unobligated funds. This request must include the exact amount of unobligated balance that is being approved, the original period when the balance originated, and the Sponsor’s written approval to carryover such funds.
• If the department wants to restrict carryover from the subrecipient, you can add that information in the “Additional Comments” towards the bottom of the form. If you do so, please include the reasoning as to why you are requesting the restriction.  Please note that restriction of carryover imposed by the department is subject to ORI’s approval, as this restriction has to be substantiated to the subrecipient.
• Restriction of carryover is not encouraged, as it increases administrative workload to all offices involved (Drexel’s department, RAS, OSP, as well as subrecipients offices).

We aim to process the requests in the same order as they are received.

For exceptional situations like where it is imperative that the subrecipient start working on the project as immediately thereafter as when the prime agreement is signed, we can, on a case-by-case basis, increase communication outside this form through the subawards@drexel.edu inbox. So, if this is your case, you will reach out to us via that email letting us know that the agreement is in negotiation and there is urgency, and the subawards team will start to draft the subaward agreement. You will need to submit the Subaward Intake Form so we can complete the draft agreement and have it ready for review within a week or so. We will not send any agreement for a subaward until we have the fully executed agreement with the Sponsor.