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 expenses against project budget Follow subrecipient monitoring plan as applicable Alert Subaward Team of any concerns from 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
Ensure PI certification that work performed by the subrecipient is complete and acceptable. Standard 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 (1) allowable and appropriate to the subaward agreement and budget, (2) include correct dates, PO number, certification language and authorized signature and (3) 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 (i.e. expired cost object, IDC not charging correctly, cannot modify PO – requisitioner needs updating). Alert Subaward Team of any concerns subawards@mit.edu	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 to Accounts Payable for issuance of payment (payment status checked through VPF)

PI/DLCI

Subaward Team

Ensure PI certification that work performed by the subrecipient is complete and acceptable.
- Standard 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 (1) allowable and appropriate to the subaward agreement and budget, (2) include correct dates, PO number, certification language and authorized signature and (3) 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 (i.e. expired cost object, IDC not charging correctly, cannot modify PO – requisitioner needs updating). Alert Subaward Team of any concerns subawards@mit.edu

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 to Accounts Payable for issuance of payment (payment status checked through VPF)

Modifications

PI/DLCI	Subaward Team
Submit B2P Change Order request (Quick Card) to issue a Subaward Modification to: Extend the date Increase funding Issue a budget modification Upload Subaward Modification Checklist to ensure documentation is provided as needed to: Revised end date, budget and/or SOW Updated compliance approvals Contact B2P@mit.edu for questions regarding errors or issues within B2P	Draft and issue subaward modification documents Obtain clarifications from DLCI if applicable 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 award end To collect final deliverables and reports as applicable Remind Subrecipient to submit final invoice Confirm final invoice has been submitted for payment Submit Closeout Request form to Subaward Team Confirm reporting requirements have been met Confirm whether balance is 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