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Contract and Grant Sub-award Payment Guide

This guide provides general information about the process used to pay subawardees on sponsored contract and grant awards.

Payments to subawardees to a sponsored award are processed through a purchase order. Information on how to do this is available from Procurement Services.​

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  • Before you start

    Important information to know:

    1. Special conditions: Be aware of the following special conditions applying to this type of transaction.
      • A subaward represents financial assistance provided to a subrecipient, usually another educational or not-for-profit institution, that meets the qualifications specified in the sponsored award.
    2. Tax information: Payments may only be made to recipients with a Social Security Number or an Individual Taxpayer Identification Number (ITIN). Use IRS Form W-7 Application for IRS Individual Taxpayer Identification Number to apply for an ITIN number.
    3. Payment: If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup 204 form.

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  • Ways to pay

    A Pro-Card may only be used to purchase printing services from UCSC Printing Services. Purchases from any other vendor must be procured through CruzBuy. For more information about CruzBuy and the purchase order process, see Procurement Resources.

    • A direct payment cannot be made to the vendor.
    • Out-of-pocket payment for this type of good or service will not be reimbursed.

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  • Receipt and documentation requirements

    The original vendor invoice must be submitted in order for a payment to be made to the vendor.

    • Email the FAST/AP Office at aphelp@ucsc.edu authorizing payment when the original purchase order amount is exceeded by $100 to $499.99.
    • Submit a change order request through CruzBuy for payments of $500 or more over the original purchase order amount.

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  • Authorization and approvals

    Each invoice from a subawardee must be reviewed and signed by the Principal Investigator responsible for the sponsored award prior to its submission to the Financial Administrative Services and Transaction Office (FAST/AP) for payment.


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  • Common oversights

    Speed up getting a payment processed by avoiding these common oversights:

    • Forgetting to provide the recipient’s social security number or individual taxpayer identification number.
    • Forgetting to request a change order from the Purchasing Office when the amount to be paid will exceed the amount allowed on the Purchase Order.
    • Forgetting to submit a Payee Setup 204 form for a first-time reimbursement or payment recipient.
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  • UC Procedure Reference

    For more information, see UC Procedure Reference D-371-36 Disbursements: Invoice Processing in Response to Purchase Authorizations.


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  • Where to get help

    More assistance is available:

    • Purchase order, change order, and Employee-Vendor Conflict of Interest Evaluation Form-related questions, email: buy4me@ucsc.edu
    • For all other questions, please contact the FAST/AP Help line at 459-4488 with questions or locate your representative directly.

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  • Relevent Appendices


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