Purpose
The following guide is intended for the Clinical Research Finance Manager and CTFG Approval Group who are looking to view or complete any of the following actions:
Action
· Create and Submit a Requisition for Subaward.
· Approve a Subaward Requisition.
Terminology
· Requisition: A requisition is a request from an employee to purchase goods or services.
· Requester: A requester is the individual submitting the requisition.
· Funding Source: A funding source is either the external sponsor or internal cost share.
· Subaward: A subaward is the financial commitment to a collaborator, outside of UChicago, conducting a portion of the overall research effort.
(Example: UChicago creates a subaward requisition for another research institution, i.e. subrecipient, that provides services to UChicago to complete a sponsored research effort)
Prerequisites
· Create an Award
Create a Requisition: Subawards (CTFG)
1. Login to Oracle by selecting the Company Single Sign-On button.
2. Navigate to Procurement.
3. Select Purchase Requisitions.
4. Under Request Forms, select Subawards
5. Enter the following details – Item Description, Category Name* (search it), Amount, Supplier**, Supplier Site*** (if it does not default).
Note:
· For Category Name select the appropriate category based on the subaward amount.
· For Supplier Site select the supplier site labeled "Subaward" so the purchase order is not communicated to the supplier upon full requisition approval.
6. Select the Subcontract Start and End Date. Using the guidelines, identify the sub-recipient risk.
7. Select the Add to Cart button.
*Select the magnifying glass to search for a category name
**The Supplier must exist in Oracle prior to completing a payment. To add a Supplier complete the supply request form.
***Supplier site is a required field. Only select sites labeled with "Contract" if you are purchasing against a contract.
8. Select the Shopping Cart icon.
9. Select Review.
10. The Requisition Description can be edited (Optional justification can be added).
11. Scroll Down to the Delivery section. Verify the Requester and change it if desired.
12. In the Billing section enter the following: Project Number (Note: Project number must start with CRS for a CRS Subaward), Expenditure Type, Expenditure Organization, Contract Number, Funding Source, and Charge Account (gets automatically populated).
13. Select the Check Funds button.
14. A confirmation message will pop out. Select View Funds Check Results.
15. Select Done.
16. Select OK.
17. Select Save.
18. Select Submit.
19. A confirmation message will pop up select OK.
You have now completed the process to Create a Requisition: Subawards on a Sponsored
Approving a Requisition: Subawards (CTFG)
Once your Requisition is submitted it will be routed to the CTFG Approval Group for their Approval.