Managing Subawards

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 allowable and appropriate to the subaward agreement and budget
  • 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