Managing Subawards | MIT Research Administration Services

General

PI/DLCI	Subaward Team
Maintain relationship with subrecipient PI and staff throughout the life of the subaward Monitor subaward progress related to meeting project goals Monitor subaward activity and expenses in relation to and alignment with the project Scope of Work (SOW) and budget Follow subrecipient monitoring plan (if applicable) Alert Subaward Team about any concerns of a programmatic or financial nature	Conduct subrecipient initial and annual assessment per federal requirements Draft, negotiate and issue subaward agreement and modifications Assist with invoice review Assist with close-out process

Invoicing

PI/DLCI	Subaward Team
Per MIT policy, ensure documented evidence of PI approval of the invoice Approval is available upon request for internal audit certification that work performed by the subrecipient is complete and acceptable. Sample language: "To the best of my knowledge, I certify that the subawardee's invoice costs appear reasonable and fairly correlate with the technical progress made on this research project." DLCI Administrator maintains documentation of the PI's approval Ensuring all deliverables required under the subaward agreement are being completed and provided Review and approve subrecipient invoices in a timely manner, confirming that expenses are: Allowable and appropriate to the subaward SOW and budget Include correct dates, PO number, certification language and authorized signature If final invoice, are marked "FINAL" Track cost share reported on invoices where applicable, ensuring subrecipient commitment is met Reject invoices as needed, communicating the issue to the subrecipient for correction and resubmission Contact B2P@mit.edu for questions regarding errors or issues within B2P, such as: Expired cost object IDC not charging correctly Cannot modify PO – requisitioner needs updating Alert Subaward Team about outstanding issues with B2P	After DLCI review and approval, will confirm invoices meet the compliance requirements Within correct date ranges Verify availability of funds Verification statement Authorized signature Marked as FINAL where appropriate Reject invoices as needed, communicating the issue to the subrecipient for correction and resubmission copying DLCI Approve in COUPA for payment (payment status checked through VPF)

PI/DLCI

Subaward Team

Per MIT policy, ensure documented evidence of PI approval of the invoice
- Approval is available upon request for internal audit certification that work performed by the subrecipient is complete and acceptable.
- Sample language: "To the best of my knowledge, I certify that the subawardee's invoice costs appear reasonable and fairly correlate with the technical progress made on this research project."
- DLCI Administrator maintains documentation of the PI's approval
Ensuring all deliverables required under the subaward agreement are being completed and provided
Review and approve subrecipient invoices in a timely manner, confirming that expenses are:
- Allowable and appropriate to the subaward SOW and budget
- Include correct dates, PO number, certification language and authorized signature
- If final invoice, are marked "FINAL"
Track cost share reported on invoices where applicable, ensuring subrecipient commitment is met
Reject invoices as needed, communicating the issue to the subrecipient for correction and resubmission
Contact B2P@mit.edu for questions regarding errors or issues within B2P, such as:
- Expired cost object
- IDC not charging correctly
- Cannot modify PO – requisitioner needs updating
Alert Subaward Team about outstanding issues with B2P

After DLCI review and approval, will confirm invoices meet the compliance requirements
- Within correct date ranges
- Verify availability of funds
- Verification statement
- Authorized signature
- Marked as FINAL where appropriate
Reject invoices as needed, communicating the issue to the subrecipient for correction and resubmission copying DLCI
Approve in COUPA for payment (payment status checked through VPF)

Modifications

PI/DLCI	Subaward Team
Submit B2P Change Order request (Quick Card) to issue a Subaward Amendment to: Extend the Period of Performance (POP) end date Increase/decrease funding Revise SOW/budget Other changes (e.g., new PI) Provide detailed modification instructions Upload Subaward Modification Checklist that includes all information needed to issue accurate Amendment Attach any updated documentation (e.g., revised budget, compliance approvals, etc.) to Purchase Order (PO) Incomplete/unclear instructions may delay Amendment issuance Contact B2P@mit.edu for questions regarding PO errors or issues	Draft and issue Subaward Amendments Obtain clarifications from DLCI if needed Ensure entity assessment is up to date Copy PI and DLCI admin when sending fully-executed modification to subrecipient

PI/DLCI

Subaward Team

Submit B2P Change Order request (Quick Card) to issue a Subaward Amendment to:
- Extend the Period of Performance (POP) end date
- Increase/decrease funding
- Revise SOW/budget
- Other changes (e.g., new PI)
Provide detailed modification instructions
- Upload Subaward Modification Checklist that includes all information needed to issue accurate Amendment
- Attach any updated documentation (e.g., revised budget, compliance approvals, etc.) to Purchase Order (PO)
- Incomplete/unclear instructions may delay Amendment issuance
Contact B2P@mit.edu for questions regarding PO errors or issues

Draft and issue Subaward Amendments
Obtain clarifications from DLCI if needed
Ensure entity assessment is up to date
Copy PI and DLCI admin when sending fully-executed modification to subrecipient

Close-out

MIT will not close out a prime award until all subawards issued under the prime award have been closed out. Subawards will only be considered formally closed when all applicable closeout requirements have been accomplished.

PI/DLCI	Subaward Team
Proactively engage Subrecipient toward POP end date To collect final deliverables and reports as applicable Remind Subrecipient to submit final invoice (marked as "FINAL") Confirm final invoice has been submitted for payment Submit Closeout Request form to Subaward Team Confirm reporting requirements have been met Confirm balance to be De-obligated	Confirm receipt of complete and accurate Closeout Request Form Collect/confirm receipt of final patent, property, or other report from Subrecipient (as required) Soft close B2P PO Change KC subaward record statuses – Ended, Financially Closed, Closed