Phoebe Subaward

Phoebe Subaward Request

Introduction

The Phoebe Subaward Request is used when a UC Berkeley Principal Investigator (PI) wants to issue or amend an outgoing subaward . Subaward requests are handled by the Sponsored Project Office (SPO) or Industry Alliances Office (IAO) team of Subaward Specialists. (Note: Incoming subawards are processed by SPO Contract and Grant Officers [CGOs] and IAO staff.)

The Phoebe Subaward Request should be completed by the Berkeley Regional Services (BRS)/Department Research Administrator (RA) assigned to work with the PI’s department/unit. This is considered evidence of the PI’s approval of the information provided in the Subaward Request.

The Subaward Request is not to be completed by the Subrecipient institution.

Before submitting either a new or amendment Subaward Request to SPO or IAO, the Subrecipient PI and institution should have agreed to the Statement of Work, budget, and budget justification. If the UC Berkeley PI needs to change the Subrecipient’s Statement of Work or budget, the UCB PI must first make sure the Subrecipient PI and institution agrees with the changes.

Contacting SPO or IAO

With the Phoebe Subaward Request system, most of the submission process is managed in Phoebe. However, you may email [email protected] (SPO) or [email protected] (IAO) with questions about a subaward or its status while it is in process. Please remember to first check the subaward status and Subaward Request status in Phoebe Search, to see if the information provided there can answer your question.

When sending email to [email protected] or [email protected] about a specific subaward, remember to include the subaward number in the email subject line.

Important: If you receive a partially executed agreement from a Subrecipient, forward that email directly to [email protected] or [email protected].

If you have technical difficulties using Phoebe Search, contact [email protected].

Navigating to the Subaward Request in Phoebe Search

You must have access to Phoebe Search to use the Phoebe Subaward Request system. If you do not have access, see Access to Phoebe Search for guidance.

Creating a Request for a New or Amended Subaward

Find the Subaward

To start a request for a new subaward or a subaward amendment, use Phoebe Search to find the subaward.

You can search by the subaward number, or use the filters on the right. See Searching Subawards for more guidance.

To find subawards eligible for new requests, filter by “Awaiting PI request.”
To find subawards due for amendments, filter by “Inactive - Awaiting PI Request for Amendment.”
You may also use Phoebe Search to request amendments to subawards with the status “Insurance Compliance,” “Active,” or “Expired.”

If you cannot find a record for a new subaward in Phoebe Search, submit a request to establish a new subaward number using the Phoebe Award Action Request instructions.

Create the Request

When you have opened the subaward record in Phoebe Search, look for the View Details button in the upper-right corner.

Click the three dots.

For a new subaward, click “Request subaward.”
For an amendment to an existing subaward, click “Request amendment.” (If the “Request amendment” option is not available, contact [email protected] [SPO] or [email protected] [IAO] for help.)

The “Start Subaward Request” screen will open.

Note: Once the Subaward Request has been made, the subaward record in Phoebe Search will show the Subaward Request status and provide a link to the Subaward Request. Phoebe Search will show the revised subaward status at the turn of the next hour.

New Subaward Request

On the “Start Subaward Request” screen, check the information displayed to make sure you are requesting the correct subaward, then click Go!

A fillable “New Subaward” screen will open, with subaward details at the top of the page, followed by Subaward Request sections to complete.

See New Subaward Request for guidance on completing each section.

Subaward Amendment Request

On the “Start Subaward Request” screen, check the information displayed to make sure you are amending the correct subaward, then click Go!

A fillable “Subaward amendment” screen will open, with subaward details at the top of the page, followed by Subaward Request sections to complete.

See Subaward Amendment Request for guidance on completing each section.

Follow-Up Process

When the SPO or IAO Subaward Specialist receives a Phoebe Subaward Request, they will triage it for completeness.

Subaward Request Acceptance

If everything is complete and correct, the Subaward Specialist will accept the Subaward Request, and the status of the request in Phoebe will change from “SPO/IAO triage” to “SPO/IAO process.” The Subaward Specialist will then begin working on the subaward. The Subaward Specialist will follow up with you if they have any additional questions while processing the subaward, via email from [email protected] (SPO) or [email protected] (IAO) or by flagging items for your review and returning the request to you for you to edit and complete. If the request is returned to you within Phoebe, you will receive an email notification.

Phoebe Search will show both the subaward status and the Subaward Request status.

Subaward Request Correction Process

If the Subaward Specialist finds that something is missing or needs correcting in the Subaward Request, they will flag the incorrect or missing items, and use Phoebe to return the request to the initiator. Phoebe will send the initiator an email indicating that the subaward request needs to be revised, and the Subaward Request will appear in the initiator’s Phoebe Search Task list (in the top right of the screen).

The initiator must fix the flagged items in the Subaward Request or provide further clarification, then click the Complete button to resubmit the Subaward Request to SPO or IAO. The triage and correction process will be repeated until the Subaward Specialist can accept the request.