Hello,

We are pleased to announce the new subaward process. RCA will now be creating requisitions (reqs) and P2P will be creating the purchase orders to manage subawards in iO. New subawards issued by SPARC after 05/31/21 will need a requisition and purchase order created, but unlike Banner, they will not be set up as separate projects in iO.

All existing subawards were converted from Banner as separate projects, and we are working diligently to create requisitions for them.  The available balance of the subaward subfund in Banner will be the new requisition budget amount in iO.  We are prioritizing the creation of reqs for invoices that are ready to be paid.  If you get a notification to approve a requisition, please do so, otherwise a purchase order will not be created, and you will not be able to pay your invoice.  Refer to this job aid on how to process your invoices.

For the approval of new subaward invoices in iO, a subaward workflow has been set up in AdobeSign to quickly route a subaward invoice from RCA to the Project Manager for review and the PI for approval.

The following steps outline the subaward process (https://controller.rice.edu/rca-faqs):

1. SPARC sends draft subaward agreement to RCA
2. If necessary, RCA requests that P2P create a new supplier
3. RCA creates and submits requisition based on draft agreement, which is routed to the Cost Center Manager. The Project Manager is entered as the requestor.
4. Cost Center Manager approves requisition
5. P2P creates PO based on approved requisition
6. RCA provides PO number to SPARC to be included in final subaward agreement
7. Subawardees are instructed to submit invoices to subinvoices@rice.edu, which is monitored by RCA
8. Invoices are logged and entered into AdobeSign by RCA, which sends the invoice to the appropriate approvers (including PI)
9. Project Managers are responsible for getting PI signature/approval on the invoice
10. Project Manager will complete receiving process in iO
11. P2P will process invoice for payment