- Requests for new subawards or modification to existing subawards are submitted through the Subawards Workflow Information Tracking (SWiFT) system. Instructions for using SWiFT can be found here. Upon request, we can provide more in-depth training/ in-person training to larger groups.
- SWiFT is accessible via JHED ID. No special permissions are required.
Information Needed to Write the Subaward
- Statement of Work
- Budget or Milestone Payment Schedule
- SAP/Grant Number or Discretionary Account Number (if applicable).
- Period of Performance (the time period in which the subrecipient has to complete the work). Must be within the time period of JHU’s Prime Award.
- Domestic or International Financial Questionnaire, if JHU has not done business with the entity previously.
- Subrecipient Determination Form, if new subaward request
- Fixed Price or Cost Reimbursable Method of Payment. (Difference between Fixed Price and Cost Reimbursable)
- PO number if modification.
- EVERY RECORD CONTAINS A COMMENTS SECTION. PLEASE USE THIS SECTION TO LET YOUR SUB WRITER KNOW ANY SPECIFIC ACTIONS/SITUATIONS/TIMELINES/PROVISIONS/REQUIREMENTS.
- JHURA Systems Guide
Remember! Get your 96IO number and shopping cart early!
When you request a NEW subagreement, you will need to request a 96IO. Once you have your 96IO number, you can create your SPPO shopping cart.
96IO request Process:
- The 96IO request is submitted through SAP using the OPEN tab then clicking on the Sponsored Award Change Request tile.
- Sponsored Projects Shared Services (SPSS) creates the 96 Internal Order (96IO) once they receive the request
- For subagreements under non-sponsored accounts, a 96IO is not required. When creating the SPPO shopping cart, you will use the cost center number or IO number starting with an “8.”
Please Note: Bloomberg School of Public Health submits a new subaward SWiFT request and does not use the Sponsored Award Change Request to submit their 96IO request. The Finance Office submits the 96IO request on your behalf utilizing the information provided in the Finance tab of the SWiFT System.
Shopping Cart Process:
- Once you have your 96IO, you can submit your SPPO shopping cart request.
- Once JHURA fully executes the subagreement, we will approve the shopping cart.
- Once the shopping cart is approved, PO number (subaward number) is created.
Please Note: Significant subagreement delays often result when a 96IO is not requested or when the department does not apply its final approval to the shopping cart.
