Subaward Files for S2S Submission

Most opportunities (see Note below) can use the Adobe Subcontract/Subaward form extracted from a Grants.gov Adobe form package. The Adobe Form package must be specific to your opportunity. The Subaward Budget Attachment Files are not interchangeable from one Subaward Attachment Form to another. See table below for help in determining the appropriate Adobe Subcontract/Subaward form and file selection.

Note:
  • Some opportunities do not include a Subaward Attachment Form at all.
  • For NIH if MIT selects to include and submit a Modular budget the sub forms do not need to be uploaded.

However, for both of these scenarios, if available, the forms can be uploaded and used to populate an MIT detailed budget’s subcontractor line items. In this scenario the G.G Subaward budget form is either not available or not selected to be included for submission.

It is recommended to only use Adobe Reader, not Acrobat, when working in any of the Grants.gov Adobe forms to avoid potential data corruption.

Budgeting Note: Do not manually add subaward cost elements (G/L accounts) line items to your budget. Kuali Coeus will insert these automatically for each year from the uploaded Adobe Subaward Budget. Upload the subaward file only after using Autocalculate Periods which generates all periods.

Include the Subaward Budget Form for Submission

  1. In the Proposal, select Basics > S2S Opportunity Search. The Opportunity Search section opens.
  2. Click the Forms tab and check the Include checkbox for the RR Subaward Budget form. Make a note of the specific Subaward Budget Attachment Form name.
  3. Close the proposal.
  4. Select the appropriate Adobe Subaward Budget Attachment Form from the left column in the table below.
  5. Click on the corresponding Subaward Budget Attachment form link in the middle column. Extract the Subcontract/Subaward file by clicking the [Click here to extract the R&R Subaward Budget Attachment] button, and save the file to your desktop.

If your S2S Application includes one of these Grants.gov Subaward Budget Attachment Forms...

...use the corresponding Adobe Subaward Budget Attachment file listed here

Form Name 

 

RR_SubawardBudget_1_3

R&R Subaward Budget Attachment(s) Form - 10 Attachments)

RR_Budget_1_3

 

RR_SubawardBudget30_1_3

R&R Subaward Budget Attachment(s) Form - 30 Attachments)

RR_Budget_1_3

 

RR-SubawardBudget10_10_1_3

10 Year R&R Subaward Budget Attachment(s) Form (10 Attachments)

RR_Budget10_1_3

 

RR_SubawardBudget10_30_1_3

10 Year R&R Subaward Budget Attachment(s) Form (30 Attachments)

RR_Budget10_1_3

 

RR_FedNonFed_SubawardBudget-V1.2

R&R Subaward Budget (Fed/Non-Fed) Attachment(s) Form (10 Attachments)

RR_FedNonFedBudget-V1.1

 

RR_ FedNonFed_SubawardBudget30-V1.2

R&R Subaward Budget (Fed/Non-Fed) Attachment(s) Form (30 Attachments)

RR_FedNonFedBudget-V1.1

 

FedNonFed_SubawardBudget10_10-V1.2

10 Year R&R Subaward Budget (Fed/Non-Fed) Attachment(s) Form (10 Attachments)

RR_FedNonFedBudget10-V1.1

 

FedNonFed_SubawardBudget10_30-V1.2

10 Year R&R Subaward Budget (Fed/Non-Fed) Attachment(s) Form (30 Attachments)

RR_FedNonFedBudget10-V1.1

 

PHS398_TrainingSubawardBudget_2_0

Training Subaward Budget Attachment(s) Form

PHS398_TrainingBudget-V1.0

Note: Once the completed file is uploaded in the Subaward section of the Budget, compare the Form Name displayed in the Subaward Details window (screenshot below) to the Form Name in the last column of the table above to makes sure that they match.

Click on image to see larger version.

Subaward Details Screen

Uploading Completed Subaward Budget Forms

Do this for every detailed subcontractor budget file:

  1. In the Budget, select Subawards. The Subawards screen opens.
  2. Click +Add Subaward button.
  3. In the Add Subaward window:
    1. Use the search function to look up the Organization Id
    2. Select Choose File to browse to the completed Adobe file, select it, and click Open. Focus returns to the Add Subaward modal/window, where the File Name now displays.
    3. Enter any Comments as needed.
    4. Click Add Subaward. The Adobe file is translated to XML for submission with your Kuali Coeus application. The subaward will list on the page.
  4. Select Details button to see fields updated with information about the translated file.
  5. If any changes are made in the Subaward Details window, click the Save Changes button, otherwise, click the No button to close the window.

Using the Subaward Budget Comment Box

  • Select Details button to open the Subaward Details window, where you can use the Comments box to insert notes about the uploaded files.

Replacing an Uploaded Subaward File

  1. In the Budget on Subawards screen select the Details button for the subcontractor whose Adobe file you are going to replace.
  2. In the Subaward Details window:
    1. Click Replace PDF button. A file browser field opens.
    2. Click the Choose Filed button, find the Adobe file, select it, and click Open. The file browser closes and focus returns to the Subaward Details window/modal.
  3. Click the Add button. The Adobe file is imported.

Viewing the Uploaded Subaward Form

Note: You cannot modify the Subaward files once they are in Kuali Coeus – it becomes a non-editable file after upload. To make updates to the Subaward budget file or its justification, return to the original file to make changes and then use the instructions above for ‘Replacing an Uploaded Subaward File’.

You can view the Adobe file if you have the Adobe Reader software installed on your system. 

  1. In the Budget on Subawards screen select the Details button for the subcontractor whose Subaward Form you want to view.
  2. In the Subaward Details window:
    1. Click View PDF button. The file will display in a new browser window or it will download to your computer (depending on your browser settings).
    2. You can also view the XML file by clicking the View XML button. Again, the file will display in a new browser window or it will download to your computer (depending on your browser settings).