Home | Process | Manage Subawards | Execute and distribute

Responsibility: KE Contracting Services
Prepared by: Subawards Functional Group and Contracts Functional Group
Work Instruction Number: WI-MS-60
Updated: April 23, 2025

Prepare agreement for signature

Agreement distribution and finalization

Prepare agreement for signature


Once negotiations are completed and an agreement has been reached, the Subawards GCO will gather the partially executed subagreement, partially executed bilateral modification, or unilateral modification and draft an email to one of the ASU designated signatories, typically a director-level within Knowledge Enterprise. The email should contain:

  • A copy of the partially executed subagreement or bilateral modification or the unilateral modification.
  • Any deviations from ASU’s standard terms and conditions.
  • A hyperlinked ERA subaward task ID and subrecipient entity name.

Once reviewed and signed by a KE designated signatory, the fully executed agreement will be provided back to the Subawards GCO to prepare for distribution.

Agreement distribution and finalization


The Subawards GCO will upload a copy of fully executed subagreement (including all attachments) or subaward modification in the subaward task under smartform Finalize Subaward Task Request 1.c. Attach Fully Executed Subaward Agreement and enter the fully executed date in 2.c.

The Subawards GCO will add any notes for AMT under 4. Subaward Summary Notes for AMT including any additional terms that would require AMT’s knowledge post-award such as additional invoicing requirements. If notes are added, select Yes in 5. If no notes are included, the GCO can select No.

Add brief notes describing the action completed during this task request in 6. Final brief comments on transaction for reporting. For example, for a new subaward enter “Initial agreement; Obligated $XX for POP XX/XX/XXX – XX/XX/XXXX” and any quick notes such as supporting document requirements or bilateral modifications.

Create the Supplier Contract (SCON) in Workday using the Subaward Work Instructions for Workday guide. Once created, add the SCON number to 3. Supplier Contract (SCON) and upload the PDF document from Workday to smartform Negotiation Information 10. Financial Summary Report.

Via the ERA Agreements “Email” activity, the Subawards GCO will distribute the fully executed agreement to the PI, RA, Subrecipient POC, and any ASU Project Managers or other required contacts. Review the data included in the subaward task a final time – this information will be transferred to the Subaward tab of the AWD once finalized. Accuracy is critical for future modifications and AMT’s usage.

Once the subaward task data is verified, run the ERA Agreements “Finalize Agreement” activity. Resolve any Error/Warning messages and re-run “Finalize Agreement” if needed.

The subagreement task state will update to “Executed/Awarded”. If “yes” is selected on question 5.0 in smartform Finalize Subaward Task Request, the AMT GCO will be notified of the fully executed agreement and the additional comments entered by the Subawards GCO through an automated ERA notification email. 

Once the task state is updated to “Executed/Awarded”, navigate to the ASUB number and verify the information included in the header matches the agreement or modification changes. Navigate to the Subaward Change History tab within this page and review the most recent update to ensure all data is correct. If any data is incorrect, review the subaward task again and use the “Manage Subaward Updates” activity in the ASUB to edit the entry and correct any data.

Note: If a subaward modification is being completed when the ASUB status is “Active”, the task data will not update the ASUB automatically when using the “Finalize Agreement” activity. Instead, the Subawards GCO will need to navigate to the ASUB upon task completion and use the “Manage Subaward Updates” activity to manually add a new entry using the +Add button. Once that is completed, the ASUB header will update with the additional task data and the completed modification will populate in the Subaward Change History tab.

For original copies of Agreements:  Follow FedEx Work Instructions if Sponsor requires original (“wet signature”) copies of the ASU signed agreement. GCO to note FedEx tracking number in Negotiation Information page question 3.0 Internal Review/Negotiation Comments.