Subaward Monitoring and Management

Once a subrecipient agreement has been fully executed by both parties, the management and monitoring of the subaward’s performance begins. The principal investigator (PI) is responsible for monitoring all fiscal and programmatic aspects of a subaward to include:

Ensuring that the subrecipient is adhering to the terms of the contract both technically and financially and responding to university requests in a timely manner.
Monitoring the timeliness of subrecipient reporting and invoicing in addition to any other monitoring requirements. Tools such as invoice checklist(s) are helpful monitorign tools.
Documenting any issues and concerns regarding the subrecipient, and promptly communicating those concerns to the Office of Sponsored Projects (OSP) and Grants and Contracts Accounting Services (GCAS). PIs should contact OSP and GCAS immediately upon becoming aware of slow programmatic activity or billing, inaccurate or unallowable invoices and/or reports; compliance areas that are not being met; conflicts of interest; or any potential property infringements.
Working closely with OSP and GCAS on any additional monitoring needs throughout the term of the subaward.
Subawards with additional monitoring terms and conditions will require a mandatory “Kick-Off” meeting(s) coordinated by OSP Sponsored Projects Analysts (SPA), Subaward. In this meeting, any additional monitoring terms will be discussed with the Principal Investigator, their delegates or other stakeholders to mitigate risk(s) and ensure that GW monitoring plans are followed and prospectively coordinated. Upon execution of a conditional approved subaward, the SPA, Subaward will reach out to key stakeholders to discuss the invoicing and monitoring process. Any questions about terms and conditions on existing subawards or monitoring questions can be posed to: [email protected].

Tracking your Subawards or Request Modifications

Faculty and staff may monitor all their sub-awards within myResearch Agreements module. Each sub-award record in myResearch has functionality to email, correspond, or request ancillary reviews of departments. myResearch combined with PI Dashboard are very useful tools to use together for monitoring subawards. PI Dashboard can provide you reports and dashboards for the financial expenditures and budgets for sub-awards. As myResearch may provide demographic insight to the periods, amounts, statuses of Sub-awards. Sub-award documents are housed in myResearch as well.