Subrecipient Entities: Adding a New Subrecipient Entity to the Database

The following steps guide users through the process of adding a new subrecipient entity to the SPS Subaward Portal.

Adding a new subrecipient entity

Step 1

Log in to the SPS Subaward Portal.

  1. NOTE: If this is your first time logging in, you must complete the account setup steps. Please see the page Accessing the portal and account setup

Step 2

Click the “Subrecipients” tab and then the “+ New Subrecipient” button.

Step 3

Enter the following information for the subrecipient entity:

  1. Subrecipient Name
  2. Subrecipient Phone Number, including the area code
  3. Subrecipient Email Address
  4. Subrecipient Address
  5. Note, this is information for the entity itself, not a specific person. See step 4 for the entity main point of contact.

Step 4 

At least one contact is required for a subrecipient entity. Click on the “+ Add a Contact” button to add a new contact.

Step 5

The system will pop up with a dialog box that requires you to search for the person in the database. Enter your criteria and click “Search.”

Step 6

If the person is not in the database, you will see “Sorry, no matches were found.” You can then enter the new contact’s First Name, Last Name, and Email Address. Then click “Add New Contact.”

Step 7

The new contact will appear below with the name and email address you entered. You can then enter their Title (if applicable), Phone Number(s), and a Photo. Clicking “Add Phone Number” lets you choose what type and add comments. You can have multiple phone numbers for a contact.

  1. Clicking “Update Photo” lets you upload a photo of the contact into their profile.

Step 8

Answer “Yes” or “No” to whether the subrecipient entity is a Federal Demonstration Partnership (FDP) Member as listed on the FDP Expanded Clearinghouse.

  1. Note, all FDP member profiles were pre-loaded, so the chances that this would ever be “Yes” are unlikely.

Step 9

If you answer “No” above, more questions will show as required:

  1. Answer “Yes” or “No” as to whether the subrecipient has a federally-negotiated F&A rate agreement.
  2. Answer “Yes” or “No” as to whether the subrecipient has a federally-negotiated benefits agreement.
  3. Answer “Yes” or “No” as to whether the subrecipient has an active and enforced Financial Conflict of Interest Policy in accordance with 42 CFR 50, Subpart F. If “No,” the subrecipient agrees to abide by UO’s FCOI policy.
  4. Answer “Yes” or “No” as to whether the subrecipient is subject to an annual single audit per 2 CFR 200, Subpart F.

Step 10

When you have entered everything required into the subrecipient entity's profile, you will get the status that all fields are complete and that the profile is ready to submit.

Step 11

If you are ready to submit the subrecipient profile for use, click the "Submit Subrecipient" button. If you wish to save what you have entered and complete it later, click the "Save for Later" button.

Next steps

After all applicable subrecipient entities have been added to the database, initiate a subaward request.