Managing a subaward involves monitoring the subrecipient. It is the responsibility of the PI/Department to monitor all activities of a subrecipient for allowable, allocable, and reasonable charges to the project. This can be done via site monitoring and reporting for technical performance and required backup documentation for invoices.

OMB Circular A-133 states to "monitor the activities of subrecipients as necessary to ensure that Federal awards are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements and those performance goals are achieved."


Managing Subawards

The University of Alaska Anchorage Principal Investigator is responsible for the following oversight:

  • Ensures fully and timely compliance with all restrictions and obligations
  • Monitors scientific progress and subrecipients adherence to terms
  • Verifies that cost sharing commitments are met
  • Verifies compliance approvals are current for subrecipient's portion of statement of work (human subjects (IRB), animal subjects (IACUC), biosafety)
  • Personally approves invoices for payment

Invoice Approval

Grants & Contracts Personnel and University PI's approval are required on all invoices prior to Accounts Payable processing the invoices for payment.  Approval is granted through completion of the Subrecipient Invoice Monitoring Checklist.  The Principal Investigator personally approves invoices for payment ensuring all costs are allowable, allocable and reasonable.  In addition, the Principal Investigator will also confirm the following: 

  • All costs were incurred within the period of performance of the subaward
  • Expenses are aligned with the technical progress  
  • Cost sharing is appropriately reflected, if required the agreement

The terms of the UAA Subagreement Boilerplate requires subrecipients to forward the original invoice to the designated Financial contact.