Subaward Monitoring and Invoicing

Once a subrecipient agreement is executed, monitoring begins. The Principal Investigator (PI), supported by the Research Support Team (RST), oversees fiscal and programmatic aspects, including compliance with contract terms, reporting, and invoicing. GCAS provides high‑level oversight, manages the Subrecipient Monitoring Policy, and ensures final compliance. Subrecipients must submit reports and invoices as outlined in the agreement, and GW PIs review these to confirm that programmatic progress aligns with expectations and financial requests match the approved budget and work completed. Faculty and staff can use tools such as myResearch Agreements and the PI Dashboard to streamline and strengthen subaward monitoring.

Process

• The Principal Investigator oversees programmatic progress and overall performance:
  • reviews reporting timelines and evaluates technical reports to ensure the Subrecipient’s work advanced according to the approved Statement of Work
  • maintains regular communication with the subrecipient to verify ongoing performance.
• The School Research Team manages and processes invoices:
  • records and verifies subrecipient invoices and ensures submission according to the timeline specified in the subaward agreement.
  • conducts a financial review to confirm accuracy and compliance with invoicing requirements
  • for restricted subawards (“R”) checks that all required backup documentation (e.g., receipts, timesheets, expense reports) is included with the invoice.
  • obtains PI’s signature to validate that both programmatic and financial aspects reflected in the invoice are satisfied
  • submits invoices through GW’s Accounts Payable System for processing. Invoices must be submitted against the correct encumbrance associated with the subaward.
• PI and RST monitor subaward spending:
  • review actuals in PI Dashboard
  • ensure invoice payments are accurately posted under the correct subaward and encumbrance.
  • coordinate corrective actions if discrepancies or issues are identified.
• PI and RST track subaward dates and prime award modifications:
  • monitor subaward end dates to ensure timely closeout or extension requests.
  • note changes in the Notice of Award (NOA) or sponsor amendments that may affect subaward terms, scope, or funding.
  • communicate updates promptly to the OSP Subaward Team to maintain compliance.
• PI and RST address issues and escalate when needed:
  • identify issues early (slow or incomplete program activity, consistently late or inaccurate invoices, persistent lack of responsiveness.
  • document the issue clearly including dates, communications, and supporting evidence.
  • follow internal team procedures for escalating invoicing or reporting issues to supervisors.
  • escalate unresolved, persistent issues – especially those involving restricted subaward - directly to GCAS and OSP Subaward Team.
• GCAS provides high-level oversight of subaward spending, owns the Subrecipient Monitoring Policy, and serves as the final authority for compliance:
  • GCAS acts as the escalation point for any issues related to subaward monitoring.
  • GCAS ensures that institutional standards are upheld and that all monitoring activities ultimately align with policy requirements.

Resources

• Subrecipient Monitoring Policy
• Invoicing Checklist

Frequently Asked Questions

When should issues with a subrecipient be escalated? 

Issues such as delayed program activity, inaccurate invoices, or lack of responsiveness should be identified and documented early. If problems persist after internal escalation within the team, they should be elevated to GCAS and the OSP Subaward Team—especially for restricted subawards.

What happens if an invoice is incorrect or unsupported? 

The department administrator should return the invoice to the subrecipient with a request for clarification or correction. Payment should not be processed until issues are resolved.

What is the purpose of subaward monitoring? 

Monitoring ensures that the subrecipient is meeting programmatic, financial, and compliance requirements. It helps safeguard sponsor funds and confirms that deliverables are achieved as outlined in the agreement.

How often should monitoring occur? 

Monitoring is ongoing throughout the life of the subaward. Formal reviews typically occur when invoices are submitted, progress reports are due, or modifications are requested. In addition, a comprehensive review of actuals and spending levels should be completed prior to each annual renewal to ensure continued alignment with the budget and the scope of work.

How do I know an invoice has been processed and posted correctly? 

The most effective and reliable way to confirm that an invoice has been processed and posted correctly is by reviewing subrecipient actuals in the PI Dashboard. The dashboard provides a clear, real‑time view of spending, including up‑to‑date information on subrecipient expenditures. You should also verify that the invoice has posted under the correct encumbrance associated with the subaward.

Support

• Office of Sponsored Project Teams