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Subcontract Purchase Orders

Update on New PO Process for Subcontracts

On January 2, 2019, the University of Virginia had a soft launch to implement a new Purchase Order (PO) process for Subcontracts.  The initial launch of this new process has been successful as a result, effective April 1, 2019 the new process will be required for all new agreements and any modifications with multiple years remaining on the agreement.  

Departments will continue to submit all required documents for subcontracts (new and renewals) via the NEW SP-30 Form through ospnoa@virignia.edu and creating the Requisitions in Oracle.

OSP will continue will continue to create and negotiate the agreements, and will maintain the Purchase Orders in Oracle (from creating them through close them out).

OSP Post Award will review the sub-recipient invoices to ensure compliance. Post Award will enter the invoice in Oracle and upload a copy as an attachment on the PO.  Post Award will send the invoice to the PI and Fiscal Contract in the Department requesting they review for accuracy of technical and financial performance.  After PI has approved invoices, Fiscal Contact will process receipt of invoice in Oracle on PO. Payments will then be processed by Procurement Services to pay sub-recipient invoice.

 

Where can you access more information about the PO for Subcontracts?

We’ve posted a list of FAQs and guidelines in the Creation of Requisitions for a Subcontract, and Requesting a Change to a Subcontract Purchase Order.