How to Complete the Sub Modification Request Form (SMRF)

The authorizes the OCG Subcontracts Team to modify a subagreement by changing a sub’s funding and/or period of performance.Ěý

Image of Sub Modification Request Form

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Step-by-Step Guide:

1. Submitter Contact Information

Part 1 of the SMRF

Indicate if you are the Principal Investigator (PI)

  • If you are not the PI, enter the PI's information
  • If you are the PI, enter the Department Research Administrator's (DRA) of Financial Analyst's (FA) information

Indicate if this sub is under the Laboratory for Atmospheric and Space Physics (LASP) institute

Note: “Submitter” information will auto populate based on IdentiKey information

2. Subrecipient/Subcontractor ("Sub") Project Identification

Subrecipient/Subcontractor ("Sub") Project Identification
  • Proposal Number: InfoEd record number
  • Marketplace Purchase Order Number: can be found in the InfoEd Short Form or via m-Fin
  • Sub Project Number: begins with “15” and is followed by 5 more numbers, this can be found in InfoEd or via m-Fin
  • Sub Institution Name: the full institution name of the Sub entity
    • For example, it is better to enter “University of Michigan” or “Michigan State University” than “Michigan”
    • Do not enter the sub PI name here

3. Period of Performance

3. Period of Performance

The sub’s period of performance (POP) must be within the authorized dates of the prime award POP

To determine the current authorized POP of the prime award:

  • On the InfoEd record, on the “Awards” tab, “Project Period” at the top of the page is the authorized POP for the prime award

To determine the current obligated POP of the subaward:

  • On the BPO in CU Marketplace, the “Begin Date” and “End Date” are the current obligated POP of the sub
  • On the Short Form in InfoEd, the “To” and “From” dates are the current obligated POP of the sub

Note: The information on the m-Fin reports is not appropriate for completing this section of the SMRF because the m-Fin reports reflect the period of performance on the sub’s SpeedType, which does not always accurately reflect the current obligated period of performance of the subagreement.

4. Funding

4. Funding
  • To determine the “Sub Amount Currently Funded” (i.e., the amount that has already been obligated to the sub):
    • Access the BPO in CU Marketplace. The “Total Amount” on the BPO is the funding that is currently obligated to the sub.
    • Or access the Short Form in InfoEd. Scroll to the bottom for “Total Authorized”; this is the amount that is currently obligated to the sub.
  • To determine the “Sub Funding to be Increased or Decreased”:
    • If the sub’s funding is being increased:
      • Access the InfoEd record and open the “Awards” tab. Scroll down to the “SubAwards” entry. The amounts listed here under “Direct Costs” for each sub are the total amounts that are allocatedĚýfor the sub.
      • Note: This amount includes funds that have been previously obligated to the sub. To determine the funding that can be sent to the sub, subtract the “Sub Amount Currently Funded” from the total amount allocated to each sub.
    • If the sub’s funding is being decreased, enter the amount that is being deobligated from the sub.
  • Note: The information on the m-Fin reports is not appropriate for completing this section of the SMRF because the m-Fin reports reflect the funding on the sub’s SpeedType, which does not always accurately reflect the current obligated funding of the subagreement.
4. Funding not following current budget
  • If the funding being added does not follow the current sub's budget:
    • Confirm if the sub's statement of work is changing via the radio button that appears
    • Upload a revised budget and budget justification to the Attachments section or email the revised budget files to your Subcontract Officer

5. Additional Information

5. Additional Information

Use the text box to enter any additional information about the sub modification (for example, if there is a carryforward restriction, the justification for deobligating a sub, updated sub contact information, etc.).

6. Authorization

Depending on the answers to the previous questions on the SMRF, this section will help route the form to the appropriate person for authorization.Ěý

6. Authorization (DRA can authorize)

If the SMRF is prepared by the Department Research Administrator or Financial Analyst, they may authorize the form if the modification:

  • only impacts the sub's period of performance, and/or
  • adds incremental funding that follows the sub's current budget.

Check the "Authorization" box and click "Submit".
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6. Authorization (PI approval needed)

If the SMRF is prepared by the Department Research Administrator or Financial Analyst, they maynot authorize the form if the funding does not follow the sub's current budget. The PI will need to approve the SMRF.

Click "Submit" and the PI will be sent an email with a link to view and approve the SMRF.
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6. Authorization (PI authorization)

If the SMRF is prepared by the PI, they may authorize any action.

Check the "PI Authorization" box and click "Submit".

Find more information about Outgoing Subagreements, including an overview of our process for issuing modifications to an existing subagreement.