Subcontracting is the acquisition of scientific, technical or programmatic assistance from a third party under an award made to the University of Central Florida. The subcontractor (subrecipient) will be responsible for managing the technical and administrative aspects of its part of the project being performed for the University of Central Florida under the prime award. Normally, participation of a subcontractor (subrecipient) has been fully budgeted for and described in the University of Central Florida's proposal to the sponsor. The actual subcontract is the awarding instrument that funds the subcontractor (subrecipient), as well as sets forth the terms and conditions under which the parties agree to operate.
The Office of Research & Commercialization (ORC) Contract
Management Team prepares the subcontract document and follows
it through to full execution.
The Old Encumbrance Process (To Be Replaced By The Process Below):
In the old encumbrance process, ORC, upon receipt
of a fully executed subcontract, issued a purchase requisition
to encumber the subcontract funds. This resulted in the University's
Purchasing Department issuing a Purchase Order to the subcontractor.
The New Subcontract Encumbrance Process, Effective May 13, 2002, is:
For new subcontracts and subcontract modifications
initiated by ORC, the process to encumber a Subcontractor's
funding under a grant or contract awarded to the University
of Central Florida will reside with ORC and Finance and Accounting
(F&A) (Purchasing will no longer be involved) as follows:
- An encumbrance is initiated by ORC in the form of an
email to F&A when the Contract Management Office in ORC
is preparing the subcontract document for the subrecipient.
- F&A processes the encumbrance request and notifies ORC of the
encumbrance number it assigns.
- ORC will incorporate the encumbrance number into the payment
section of new and amended subcontracts.
- ORC issues the subcontract to the subrecipient for execution.
- Principal Investigators and the Department Research Administrator will find the encumbrance number in the payment section of their copy of the subcontract.
What the New Process Accomplishes:
- Streamlines the process, thus providing more effective service
- Reduces the risk of not encumbering subcontractor's funds
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