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Subrecipient Monitoring And Invoice Review. Tamara Lucas University of Maryland School of Medicine Departments of Pathology and Medical & Research Technology. Aimee Howell UMBC Office of Contract and Grant Accounting. What is subrecipient monitoring?

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subrecipient monitoring and invoice review

Subrecipient MonitoringAnd Invoice Review

Tamara Lucas

University of Maryland School of Medicine

Departments of Pathology and Medical & Research Technology

Aimee Howell

UMBC

Office of Contract and Grant Accounting

slide2

What is subrecipient monitoring?

  • A process that evaluates how a grantee is administering a grant according to the requirements of the grant

Why is monitoring important?

  • Ensures compliance with federal rules and regulations
  • Ensures services are provided in accordance with subaward agreement
slide4

Proposal Stage Activities

  • Subrecipient’s
    • Statement of Work (SOW)
    • Budget
    • Budget Justification
    • Institutional Approval
  • Obtain all contact information
    • Technical, departmental, pre-award, post-award
slide6

Pre-Award Activities

  • Review Prime Award for changes
    • Impact on subaward
  • Communicate with subrecipient PI’s & Dept. Representatives
slide8

Monitoring activities may take different forms:

  • Performance report/technical progress
  • Invoice review
  • Regular contact
slide9

Technical Progress

  • Review results delivered against SoW in subaward
  • Award modifications occur as needed
  • Review invoices against technical and programmatic activities
    • PI Stamp/Certification
slide10

Monitoring Subrecipient Expenditures

  • Invoices are submitted in accordance with subaward requirements
  • Invoices only contain expenses that are
    • Allowable (are there any prior approvals required?)
    • Allocable
    • Reasonable
  • Verify cost sharing is appropriately reflected if required
slide11

Invoice Review

  • Subcontractor invoices should be in enough detail to determine how the funds are being used
  • It is the responsibility of the PI or their delegate to ensure the work as indicated on the invoice has been performed in accordance with the terms of the subaward
slide12

Invoice Review

  • Question costs which differ materially from the approved budget, or which appear unusual or unallowable
  • Withhold payment until a satisfactory explanation or revised invoice is received
    • Inform pre-award office and subcontractor
slide13

Invoice Checklist

  • Costs incurred within Period of Performance
  • Duplicate costs or invoices have not been submitted
  • Invoice totals correctly
  • F&A calculated correctly
slide14

Regular Contact

  • Maintain regular contact with the subrecipient
    • Kick-off meeting
    • Periodic e-mail, conference calls
      • Weekly, monthly, quarterly
    • Site Visits ?
      • Document monitoring efforts
slide16

Subaward Closeout

  • 60 days prior to end of subrecipient period of performance begin closeout review
    • Budgetary actions
    • Extension requirments
  • Verify fulfillment of any cost-sharing requirements
  • Verify receipt of invoice marked “Final”
  • Obtain all final reports (including property reports)
slide18

Aimee Howell

[email protected]

(410) 455-5572

Tamara Lucas

[email protected]

(410) 706-8170

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