Tracking a Subaward

Department administrators can monitor the status of a subaward's setup or amendment using both the SeRA and Oracle Financials systems.

Requisition Submission & Review

Once a subaward requisition is submitted, please monitor the status of the requisition in Oracle until all departmental approvals have been completed and the requisition has routed to OSR.

To view a subaward requisition’s status in Oracle:

1. Log in to Oracle Financials
2. Click on SU Inquiry Tools and Forms
3. Click on Requisition and Purchase Orders Query
4. Search by the Requisition Number
5. Look at the Requisition Approval List

NOTE: BEFORE submitting any Change Order requests to an existing subaward Purchase Order (PO), ensure there are no invoices pending payment.  When a requisition is submitted, the purchase order is reopened, which prevents Accounts Payable from processing any pending and/or new invoices until the purchase order is reapproved.

For PTA change requests, please ensure there is enough outstanding commitment on the specific line you want to shift funding from before submitting the PTA change request requisition.

1. Log in to Oracle Financials
2. Click on SU Inquiry Tools and Forms
3. Click on Requisition and Purchase Orders Query
4. Search by the Purchase Order Number
5. Scroll down and click on Show Commitment
6. An additional column will show the Outstanding Commitment (unspent funds)

From Subaward Requisition to Fully Executed Subaward Agreement

Once OSR receives the fully departmentally approved subaward requisition your OSR Contract and Grant Officer (CGO) will review the requisition.  Assuming the requisition is complete and includes all the requisite documents, the CGO will draft the subaward agreement and begin the subaward negotiation process with the subaward entity. You can track the status of the subaward negotiation by viewing the comments in the relevant SeRA subaward transaction.

For Subawards Being Issued off of Sponsored Awards i.e. contracts, grants, cooperative agreements etc.

1. Log in to SeRA
2. Click on Search in the upper right corner
3. Search for and select the relevant SPO number
4. Click on the Subawards tab
5. Click on the relevant Requisition Number to see additional information
6. Check status by viewing the comments from the CGO/CGA working on the transaction
7. For any additional needed information regarding the status of the subaward negotiation, contact the Assignee showing on the upper right corner for questions

For Subawards being Issued off of University Research Awards or Non-sponsored Funds

1. Log in to SeRA
2. Click on Search in the upper right corner
3. Search for and select the relevant Agreement Number, e.g., AGR123456
4. See the Comment section for status

Subaward Purchase Order Approval

Once the subaward agreement is fully executed by both Stanford and the subaward entity, the SeRA subaward transaction will be finalized, and the subaward PO will be fully approved.  Typically, a subaward PO is approved and becomes open for invoice uploading in Oracle within 5 business days of the subaward agreement being fully executed.