subrecipient monitoring and invoice review
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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? - PowerPoint PPT PresentationTRANSCRIPT
Subrecipient MonitoringAnd Invoice Review
Aimee HowellUMBC
Office of Contract and Grant
Accounting
Tamara LucasUniversity of Maryland
School of MedicineDepartments of Pathology and Medical & Research
Technology
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 agreement2
Subrecipient Monitoring
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Proposal Stage Activities• Subrecipient’s – Statement of Work (SOW)– Budget– Budget Justification– Institutional Approval
• Obtain all contact information– Technical, departmental, pre-award, post-award
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Subrecipient Monitoring
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Pre-Award Activities
• Review Prime Award for changes– Impact on subaward
• Communicate with subrecipient PI’s & Dept. Representatives
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Subrecipient Monitoring
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Monitoring activities may take different forms:
• Performance report/technical progress
• Invoice review
• Regular contact
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Technical Progress• Review results delivered against SoW in
subaward• Award modifications occur as needed• Review invoices against technical and
programmatic activities– PI Stamp/Certification
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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
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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
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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
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Invoice Checklist• Costs incurred within Period of Performance• Duplicate costs or invoices have not been
submitted• Invoice totals correctly• F&A calculated correctly
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Regular Contact• Maintain regular contact with the subrecipient – Kick-off meeting– Periodic e-mail, conference calls • Weekly, monthly, quarterly
– Site Visits ?
• Document monitoring efforts
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Subrecipient Monitoring
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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) 16
Questions/Comments!
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