This document explains how to create a requisition for a subcontract on a sponsored project chartstring.
Create a Grant Subcontract Requisition
- Log in to NUFinancials.
- Click the Requisition tile on the Homepage.
- Click Create New Requisition.
- Click Special Requests for Non-Catalog Requisition.
Note: The University does not use the Due Date field.
- Enter Line Item 1 for F&A ($25,000 or less, based on fully executed agreement):
- Enter *Item Description. Enter F&A description and performance period.
- Enter *Price. $25,000 or less. Enter US dollars and decimal. Zeros after the decimal are system-supplied.
- Enter *Quantity. For all grant subcontract requisitions, always enter 1.
- Enter *Unit of For all special requisitions, always enter EA.
- Click the *Category Make certain the Category for line 1 is Subcontracts < 25K.
- In Supplier Name, type the institution with which Northwestern has established the subcontract.
Note: Make sure you select the same Supplier ID and address row on both lines to ensure only 1 PO is created for the subcontract.
- In Supplier Item ID – N/A
Note: Manufacturer Section: NOT in Use.
- If needed, type comments in Additional Information. Comments are applicable to the line item and not the entire requisition.
- Send to Supplier box is not typically used as SubK POs are not dispatched to the supplier.
- Show at Receipt box is not typically used or generally recommended.
- Show at Voucher is not used.
- Click Add to Cart to add the item to your shopping cart.
- Enter line item 2 for remaining amount (over $25,000, based on fully executed agreement)
- Enter *Item Description. Enter F&A description and performance period.
- Enter *Price. Remaining balance of the award amount. Enter US dollars and Zeros after the decimal are system-supplied.
- Enter Quantity. For all grant subcontract requisitions, always enter 1.
- Enter Unit of Measure. For all special requisitions, always enter EA.
- Click the Category. Make certain the Category for line 2 is Subcontracts > 25K.
Note: The non-catalog item fields you entered are saved. When this happens, the fields go blank, so that you can enter another line item.
- Your Line(s) will appear next to the shopping cart icon at the top.
- When you are finishing adding line items, click Checkout at the top of the page.
- Enter Requisition Name. This should start with SUBK or other naming convention as determined by your school/department so it is easily recognizable as a grant subcontract when viewing your list of requisitions.
- Maximum number of characters is 30.
- Click on the Requisition Type magnifying glass.
- Select Grant Subcontract.
Reminder: Grant Subcontract Requisitions like Blanket orders will automatically get placed on Hold so that the PO is not sent to the Subcontractor.
- To add an Attachment, click the Add button next to the comment bubble.
- Click Add Attachment.
- Browse for file to attach.
- Ex. SSJ for amount over $10,000.
- Ex. FEA (fully executed agreement) (PDF from OSR email notification) for back-up of subcontract amount.
- Once you’ve uploaded the attachment, click OK.
- To view the hidden section that contains the Ship To and Chart String fields for a line item, click the triangle next to that line item.
- Click the magnifying glass next to Ship To: to look up the ship to code. A Look Up window
- In the Description field, type the first letters of the department name.
- Click Look Up.
- Click the Ship To location code that matches your department. If there is more than one location for your department, select the one that designates the appropriate drop-off location / delivery point.
- At this time, you can input the Attention To field, if it hasn’t already populated the correct name.
Note: All chart strings utilize Fund, Dept, and Account codes, at minimum. If you do not know which chart string to use, see your manager.
- To view the hidden section that contains the chart string fields for a line item, click the triangle next to Accounting Lines.
- Then click the tab labeled Chartfields2.
- Enter Fund, Dept, Project, Activity and Account for the chart Project and Activity are required for grant chart strings. The Percent field should be 100.
Note: As needed, to enter Project and Activity for Funds 170-199 or 300-899, first confirm that PC Bus Unit contains NWUNV. If PC Bus Unit is blank, enter NWUNV.
Note: For each line on Amount-Only Requisitions (Blankets, Grant Subcontracts, and Receiver by Dollar Amount), you must select the Amount Only checkbox in Line Details.
- Click the Line Details icon . (Located at right for each requisition line).
- Select the Amount Only checkbox.
- Click OK.
- You can enter Requisition Comments if you like, but it is not required.
- Approval Justification comments inform the Dean of the purpose of this request.
- Scroll down and Click Check Budget.
- The budget check ensures the chart string(s) is valid and has no spending controls against it that would prevent you from submitting the requisition.
- Successful budget checking pre-encumbers or earmarks the funds.
- A pop-up message appears regarding saving and budget checking the Click OK.
Note: A processing icon spins while NUFinancials performs a budget check.
- When finished budget checking, a Budget Checking Status page appears.
- Click Save & Submit.
- After you save and submit, a Confirmation page appears.
- The Requisition ID is available on this page. This is for internal use ONLY.
- The Requisition is submitted to workflow for approval.
Keywords: subaward subk
Created: 2021-11-04 21:34:22
Updated: 2021-11-22 15:08:20