Roles & Responsibilities of Subrecipient Monitoring
Project Director/Principal Investigator
- Maintain regular contact with the subrecipient’s PD/PI. Monitor subrecipient’s technical and programmatic activities.
- Collect, review, and retain subrecipient’s technical/performance reports as required by the terms of the subaward.
- Verify the subrecipient work is conducted in a timely manner and that the results delivered are in line with the statement of work.
- Review and approve subrecipient invoices to ensure the charges are allowable, allocable, reasonable, and within the period of performance. Approve the final invoice only when all required reports have been obtained.
- Maintain documentation of monitoring.
- Promptly contact OSP Grants Accounting team with concerns about subrecipient expenditures.
- Promptly contact OSP Awards Team if adjustments to subaward agreements are necessary. Adjustments may include such things as changes in project dates, changes in the statement of work or deliverables, deficient performance, or any other change requiring an amendment.
Department Administration
- Assist the PD/PI in all areas of subrecipient monitoring responsibilities, including review of subrecipient invoices to ensure invoices are within the parameters of the subaward budget and questioning expenditures if necessary.
- Ensure subrecipient invoices are approved by the PD/PI and returned to OSP Grants Accounting on a timely basis.
- Request assistance from OSP Grants Accounting for clarification regarding any unusual or excessive charges invoiced by the subrecipient.
Awards & Contracts Team
- In coordination with other central offices with responsibilities in the management of sponsored programs, OSP develops institutional policies and procedures and direct institutional systems and trainings to ensure compliance with federal subrecipient management requirements.
- Conducts a risk assessment on all subrecipients.
- Collect information necessary to complete an outgoing subaward. Prepare the appropriate outgoing subaward agreement and any amendments, thereafter, including incorporation of sponsor flow-down provisions, and any other information necessary to ensure compliance with federal regulations.
- Negotiates the subaward with the UNO PD/PI and subrecipient. Serves as the institutional signatory under the Board of Regents designated by the chancellor of the university.
- Distributes fully executed subaward and amendments thereafter through NuRamp which will notify the PI, department administration, administrators and OSP Grants Accounting.
- Works with PD/PI in the event subrecipient performance or programmatic issues arise during the period of performance; works with subrecipient to identify and implement a corrective action plan; notifies sponsor as needed.
OSP Grants Accounting Team
- In coordination with other central offices with responsibilities in the management of sponsored programs, OSP develops institutional policies and procedures and direct institutional systems and trainings to ensure compliance with federal subrecipient management requirements.
- Receive invoices from subrecipients and coordinate with the PD/PI to validate the charges and that work progresses according to the statement of work and in accordance with the terms of the subaward.
- Assist in the reviews of invoices prior to payment to ensure that all invoices are consistent, with subaward requirements, costs are within the project period, review invoices for unallowable costs and other inconsistencies; and ensure cumulative amount of the invoice does not exceed the total amount of the subaward.
- Provide assistance to PDs/PIs and department staff in the event budgetary or financial issues that may arise during the period of performance.
- Financially close subawards following completion of the subaward activities.