Help – Adding Subawards to Proposals

This page assumes the user is already familiar with the general budgeting functions in eTRACS. See Start a New Federal Proposal and Completing the Budget Tab eTRACS help pages.

Definitions

Subaward: For the purposes of this training, subawards refers to outgoing subawards that will be added to the proposal budget to ECU’s sponsor.

Subaward Budget: The budget of the subawardee.

Proposal Budget:  ECU’s proposal budget that includes the expensed amount to be issued to a subawardee.

Budget Import Form: The form in which the subawardee must complete to upload in to the eTRACS subaward budget.

Short Form: Form unique to each subaward with the capability to capture information such as: administrative contact, subawardee PI information, and subaward title.

Entering Subaward Proposal & Budget

Step 1 – Begin typing a subaward agency name in the left-hand box.

  • Choose the subawardee from the list populated.
  • NOTE: If the subawardee agency does not appear, please contact etracshelp@ecu.edu to have the subawardee agency added to the master list.

Step 2 – If we have subbed to this agency with this sub PI before, the profile will already exist and you can search for the name in the data field.  If not, go to step 3.

  • Search for the name and choose the subaward PI
    • Click Add SubAward
    • Go to step 4

Step 3 – If the subaward PI does not already have a profile in eTRACS – Click Add New Profile

  • Type in the profile information
    • (Note: some information is mandatory for federal submissions)
  • Department = subawardee agency
  • Click Save
  • Click Add SubAward

Step 4 – In the Subaward pop-up window:

  • SubAward Number and SubAward Title will populate.
  • Edit the SubAward Title as appropriate
  • Click Add To Period
  • In the Budget Period popup window:
    • Designate the periods which include the subaward
    • Click X to close the window
  • Click Save

Step 5 – Develop the subaward budget manually using the subaward budget screen

  • Access the subaward budget “Detail” from the Subaward section of the proposal record

Step 6 – Click Done

Importing Subaward Form (alternative method)

Step 1 – Begin typing a subaward agency name in the left-hand box.

  • Choose the subawardee from the list populated.
  • NOTE: If the subawardee agency does not appear, please contact etracshelp@ecu.edu to have the subawardee agency added to the master list.

Step 2 – Add the name of the subawardee PI in the next box.

  • If the subawardee PI has been named on previous eTRACS subawards, the name will populate.
    • Click Add SubAward
    • Go to step 4.
  • If the subawardee PI has not been named on previous eTRACS projects, go to step 3.

Step 3 – Add a New Subawardee PI profile

  • Necessary for any Subawardee PI’s that have not previously been listed in a proposal budget
    • Skip this step if the Subawardee PI is already listed in eTRACS.
  • Click Add New Profile
  • Type in the profile information
    • (Note: some information is mandatory for federal submissions)
  • Department = subawardee agency
  • Click Save
  • Click Add SubAward

Step 4 – When the subaward name and profile have been added, click “Import.”

Step 5 – In the Upload window, load a compliant Subaward Budget Form

Step 6 – Map the budget periods from the form to the eTRACS subaward budget

  • Choose from the drop down menus under Requested Periods.
  • Choose the name of the Subaward PI from the Personnel Matching menu.
  • Choose the appropriate department from the drop down. Only one option should appear – the name of the subaward entity.
  • Click Process

Make Edits to Subaward Budgets

In the Proposal Budget SubAwards section click Detail

  • In the Subaward Budget Detail screen:
    • Budget categories and amounts may be entered manually in this screen just as the proposal budget is entered.
    • Click Save and Done

Editing the Subaward Short Form

The subaward short form icon is located in the proposal budget next to the subcontractor/subawardee name.  Use this short form to update the subawardee PI contact information, if necessary.

  • Edit the subawardee PI information
    • Click Edit in the Principal Investigator section.
    • Note: some information is mandatory for federal submissions; like – country, phone, email, etc.

  • Update the Administrative Contact
    • Click Select under the Administrative Contact Section
    • Search for name and click Select

    • If name of new Administrative Contact is not found, click Add New
      • Add all applicable contact information
      • Department = subaward agency
      • Save

    • Click Select