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.
  • 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.

Effective January 1, 2022, all 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]u.edu