New RPA Notification to Subrecipients

We are pleased to announce the launch of a new email notification process through Emory’s Robotic Process Automation (RPA), designed to support our subrecipients and RAS teams with timely, consistent communications. We’re excited about this automated notification process to help ensure compliance and make managing Emory sub awards smoother for everyone. The new process will go live on September 15, 2025.

With stricter sponsor requirements around timely billing and closeouts, it is essential to post all expenditures and payments timely. Emory’s current sub award management and notification processes have been inconsistent, which can complicate timely closeouts. This new process will help simplify notifications and ensure that both sub recipients and RAS teams receive the information they need, when they need it.

The email notification will be triggered by one of the following conditions:

– Emory awards ending in 30 days

– Emory awards at their end date (day zero)

– Emory awards at 30 days after the end date

To generate an email, there must also be both an open sub recipient PO and an active subrecipient record (SC#) in Compass. Based on these triggers, an email will be sent to the subrecipient PI and any available subrecipient email addresses, with a copy to the related RAS central email box. Additionally, a separate report will be sent to the respective RAS units listing all open POs for sub recipients on expiring awards.

A sample email notification and report are attached for your review. We encourage you to look them over to familiarize yourself with the new format. If you have any questions about this transition, or if you would like more information, please contact me at ebemmel@emory.edu. Your feedback is welcome and appreciated.

We appreciate your support as we implement this new process and look forward to continued collaboration. Please let us know if you require any additional assistance.