Responsibility: KE Contracting Services
Prepared by: Subawards Functional Group
Updated: March 31, 2026
How to Develop a Scope of Work
Subrecipient vs. vendor/Contractor vs. consultant
Subrecipient Letter of Commitment
Subawards Welcome Packet (Word)
Subrecipient Cybersecurity & Research Security
RAs should provide the Cybersecurity & Research Security Addendum to the Subrecipient Commitment Form to subrecipients to collect information about their cybersecurity and research compliance capabilities. It is typically completed during the pre-award stage, when evaluating potential subrecipients, and whenever a subrecipient may access, store, transmit, or analyze research data, use their own IT systems, or participate in a project involving foreign collaborators, controlled unclassified information (CUI), or export-controlled items. This form is typically required for federally funded projects that include cybersecurity or research compliance requirements (such as Department of Defense, NASA, DOE, or similar sponsors).
If you or the subrecipient need assistance, please refer to the accompanying help guide, which explains each section of the form in simple terms. You do not need to be an expert to complete it. Once submitted, responses should be stored with other subrecipient forms in the ERA FP Subaward Budget. If you need a faster review, for example, if an award is coming soon or you are deciding whether to include a subrecipient in a proposal, submit a support ticket to the Research Technology Office through the service portal: Submit a Support Ticket
Cybersecurity & Research Security Addendum to the Subrecipient Commitment Form
Help Guide for Cybersecurity & Research Security Addendum to the Subrecipient Commitment Form
Beneficial Subaward Team Work Instructions for RAs
Information that may be beneficial to Research Administrators (RAs) is included in the following sections of the Subaward Team work instructions:
Notification To Subawards: Descriptions of each subaward ERA task type and when they are used, how the Subawards Team is notified of new subawards, and how tasks are assigned within the team.
Unit Subaward Management: The subawards process for new subawards when included at proposal time or when requested post-award, information on how to enter subaward costs into the Award Change Request Budget Template to accurately display in a new subaward account, and general information about subaward account setup.
Issuance of New Subaward: How subawards are verified and negotiated, an updated Subawards Welcome Packet, cost share guidance, and scope of work guidance.
Modifications: Types of modifications and how tasks are managed.
Agreement task statuses in ERA
| ERA Status | Description |
|---|---|
| Unassigned | Task has been created in ERA but a GCO has not been assigned. |
| Verification | Task has been assigned and the GCO is reviewing the request. |
| With Internal Parties | GCO has drafted the subagreement or subaward modification and has sent it for PI approval. Check the Brief Task Notes for more details. |
| With External Parties | GCO has sent the subagreement or subaward modification draft to the subrecipient for review. Check the Brief Task Notes for more details. Notes will continue to be added to the Brief Task Notes as negotiations progress. |
| Signature Process | Agreement is being routed for ASU signature. |
| Suspended | Task is paused and not being prioritized. Check Brief Task Notes for more information, a task is typically suspended due to a non-responsive outside party or if the PI has requested a task be paused. |
| Canceled | Task has been canceled. Check the Brief Task Notes for more information. Tasks are commonly canceled if they are a duplication of another active task or if the task has been suspended for months. Canceled tasks can be reinstated once engagement begins again. |
| Executed/Awarded | Agreement has been fully executed. |
| Completed | Typically for non-monetary tasks. Uncommon for subaward items. Agreement has been fully executed. |
Common acronyms used in task notes
AMT = Awards Management Team
BU = Budget
BUJ = Budget Justification/Narrative
COI = Conflict of Interest
CPA = Cost Price Analysis
CR = Cost Reimbursable
FOT = Fiscal Oversight Team
FE = Fully Executed (the agreement or modification has been signed by both the sub and ASU)
FP (in context of FP vs. CR) = Fixed Price
GCO = Grant and Contract Officer
IP = Intellectual Property
NCE = No Cost Extension
OGC = Office of General Counsel
ORIA = Office of Research Integrity and Assurance
PE = Partially Executed (the agreement or modification has been signed by subrecipient)
PI = Principal Investigator
PM = Project Manager
POC = Point of Contact
POP = Period of Performance
RA = Research Administrator (RA) contact listed on the task
RM = Risk Management
SCF = Subrecipient Commitment Form
SCON = Supplier Contract (the Workday entry that enables AMT to pay invoices)
SI = SkySong Innovations
SOW = Statement or Scope of Work
SSJ = Sole Source Justification
WD = Workday