Request for Advance Payment to Subrecipient

Use this form to request advance payments to subrecipients.


  • Sponsor approval is required for advance payments. If you do not have sponsor approval in the subaward/subcontract agreement, please request a modification to an existing subaward/subcontract in the Grants Portal.


  • If advance payment request is approved, Department should submit a payment request in UGAmart along with copy of your confirmation email containing the Post award Director’s approval (you will receive an email when all approvals are obtained), the completed subaward payment request form, and the subrecipient invoice in their upload and comment in the UGAmart purchasing system.


HELPFUL LINKS:


First, a few questions about the subrecipient agreement:

Is the subrecipient already registered as a UGA vendor/supplier?*

The subrecipient will need to be registered as a supplier before you can submit this form. Please ensure that this is complete before continuing. Please close this window and do not submit the form. If you have questions about supplier registration, please contact the OneSource Service Desk for assistance.












































If you're not sure, there is a link in this form's description to find this information.

Does the subrecipient agreement allow advance payments?*

This will be specified on the subaward agreement, and we will ask for the page number next, just to ensure that you're covered.

Unfortunately, we will be unable to process this request if the subrecipient does not allow advance payments. Please close this window and do not submit the form. If you need to add advance payment requirements to the subaward agreement, please contact SPA Pre-Award.































If you have questions about the audit, please contact Sponsored Projects Administration for assistance. If the audit date is expired, SPA and department will work with the subrecipient to obtain a completed subrecipient audit certification form along with the most current fiscal year audit before this advance form is submitted. If subrecipient’s audit is expired when this advance request is received, the advance request will be rejected until the audit of the subrecipient is received, certified, and reviewed.

Has a previous advance payment been made to this subrecipient?*
Will the advance payment be funded with departmental or other non-sponsored funds and later be reimbursed by the sponsored project per the Advance Payment Requests Policy?*

This policy is linked in the description of this form for your reference.

Next, we need a few pieces of information about the award and subaward.

You can find this information in the Grants Portal, which is linked from the description section of this form.

Must be same as the name of the subaward agreement.

This is the number from UGAmart, starting with the letter "E." See the "Find a Purchase Order (PO) #" link in the form description.

Next, we need two dollar amounts along with justification for the advance:

See the "Find a Purchase Order (PO) Amount $" link in the form description to find this information.

Now, we need to ask for your contact information as the individual submitting the request.

Your name

Your email address

Your phone number

Phone

Finally, we'll need approver emails. These individuals will electronically approve this request.

Note: Emails will automatically be sent to PI and Dean/Dept. Head for approval. This request will not be sent to SPA until all of these approvals have been obtained.

UGA Principal Investigator taking responsibility for this advance payment and approving this subrecipient advance payment

Certification

By checking the box below and typing my name, I certify that the information above is accurate and correct to the best of my knowledge, and that I will follow the Advance Payment Requests Policy linked from the description of this form.

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