Sub Modification Request Form (SMRF)

Sub Modification Request Form (SMRF)

LASP Sub Modification Request Form (LASP SMRF)* *to be used by members of Laboratory for Atmospheric and Space Physics

The Sub Modification Request Form (SMRF) is completed by the Department Research Administrator and/or Principal Investigator to authorize the OCG Subcontracts Team to modify a Subagreement by changing a sub’s funding and/or period of performance. 

Complete each box entirely, one at a time, and in the order they are laid out. If you go back and change items in boxes and errors appear, you will need to close the form and start a new one.

Where do I find information needed to complete the SMRF?

The information for the SMRF should either come from the Blanket Purchase Order (BPO) in CU Marketplace or the InfoEd record. The information from the SpeedType (ST) reports in m-Fin are not always appropriate for the SMRF because:

• The ST amounts include the F&A that CU Boulder charges on outgoing subs. We do not send that F&A to our subs. That F&A stays at CU Boulder.  
  • Note: We do not charge F&A on our outgoing subs to University of Colorado Sister Campuses (Anschutz, UCCS, UCDenver).
• The ST Period of Performance (POP) dates do not always match the POP dates that are authorized for the sub.
• Changes made to the ST do not reflect changes made to the Subagreement. The Subs Team must issue a Subagreement Modification to change a Subagreement (e.g., to add funding or extend the POP).

Step-by-Step Guide:

1. CU Departmental Contact Information

• Identify if you are the Principal Investigator (PI).
• If you are not the PI, enter the PI information.
• If you are the PI, enter the Department Research Administrator (DRA) Information.
• Note: “Submitter Information” will auto populate based on IdentiKey information.

2. Subrecipient/Subcontractor (“Sub”) Project Modification Request(s)

• Proposal Number. InfoEd record number.
• Period of Performance (POP) Revision(s). Indicate if the sub POP is to be revised, and if all subs listed on the SMRF are to be revised to the same End Date.
  • The sub POP must be within the authorized dates of the prime award POP. The current authorized POP of the prime award is the “Project Period” at the top of the "Awards" tab in the InfoEd record.
  • The current authorized POP of the subaward is recorded:  
    • On the BPO in CU Marketplace as the “Begin Date” and “End Date,” and;
    • On the Short Form in InfoEd as the “To” and “From” dates.
• Funding Revision(s). Indicate if sub funding is to be increased or decreased. If yes, the “Funding Details” section will appear on the form under the List of Subs.
• List of Subs 
  • Click the “Add” button in the upper right-hand corner of the "List of Subs" box to add another sub to the form.
• Sub Identification
  • Sub Project Number. Begins with “15” and is followed by 5 more numbers, this can be found in InfoEd or via m-Fin.
  • Sub Institution Name. List the full name of the Sub entity (not the sub PI’s name). E.g., it is better to enter “University of Michigan” or “Michigan State University” than just “Michigan” or “UM.”
  • Marketplace Purchase Order Number. Can be found in the InfoEd Short Form or via m-Fin.
• Funding Details
  • The Sub Amount Currently Funded (i.e., the amount that has been sent and obligated to the sub) is recorded:
    • On the BPO in CU Marketplace as the “Total Amount”, and;  
    • On the Short Form in InfoEd as “Total Authorized", found at the bottom of the Short Form.
  • Sub Funding to be Increased or Decreased
    • Increase sub funding. The "New Sub Total Requested" cannot exceed the amount that is allocated to the sub per the “Awards” tab in the InfoEd record. Scroll down to the “SubAwards” entry; the “Direct Costs” there indicate the total funding that is allocated to a sub.
      • Note: The InfoEd record is the best place to access this information. The m-Fin reports might not accurately reflect the total funding allocated to a sub.
    • Decrease sub funding (i.e., the sub is being deobligated). Enter the amount that is being deobligated from the sub and check the box “This action is a Deobligation.”
  • Does this funding action follow the current budget?
    • If this funding action exceeds the Sub’s current budget, a revised sub budget and budget justification will be required. Upload the documents in the attachments section on the SMRF or email them to your Subcontract Officer.
• Statement of Work Change
  • If the sub's Statement of Work (SOW) is changing, please upload the new SOW in the attachments section on the SMRF or email it to your Subcontract Officer.

3. Additional Information and Attachments

Use the text box to enter any additional information about the sub modification (e.g., if there is a carryforward restriction, the justification for deobligating a sub, updated sub contact information, etc.).

Upload any attachments for your Subcontract Officer (e.g., revised sub budget, revised sub statement of work).

Visit the Outgoing Subagreements webpage for an overview of our process for issuing modifications to an existing Subagreement.