Departments/PIs
- PI requests proposal package from proposed subrecipient
- PI evaluates and documents selection of subrecipient
- PI prepares proposal and sends to SPA
- PI/Dept. provide additional information required for subaward issuance
- PI monitors subrecipient technical progress
- PI/Dept. monitor subrecipient’s adherence to terms
- PI/Dept. verify compliance approvals are current for subrecipient’s portion of statement of work (human subjects, animal subjects, biosafety)
- PI/Dept. review, monitor receipt of invoices
- PI reviews and signs invoices
- PI/Dept. send approved invoice to SPA for processing or returns to subrecipient for more detail or documentation
- PI/Dept. review expenditure statements and ensure cost sharing commitments are met
- PI assesses need to modify statement of work or budget
- PI/Dept. plan for timely closeout and obtain prime no cost extension if needed (follow up on missing reports, receipt of final invoice)
- PI promptly alerts SPA when problems arise (inability to obtain satisfactory invoice, non-performance)
- ARRA funding may request additional information and reporting
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Sponsored Projects Administration
- SPA reviews and submits proposal
- SPA negotiates with sponsor and accepts prime award
- SPA follows-up with PI/Dept to obtain any additional required documentation/data required for subaward
- SPA reviews risk levels and, if necessary, modifies subaward agreements
- SPA prepares, negotiates, issues and distributes subaward agreement
- SPA collects and maintains ARRA and FFATA data
- SPA activates/encumbers subaward funds in financial system
- SPA assists PIs and departments with monitoring subawards
- SPA requests and reviews annual audit reports
- SPA verifies corrective action plans are implemented (if necessary)
- SPA processes invoices with PI approval
- SPA prepares, negotiates, issues, and distributes amendments
- SPA modifies subaward encumbrances in the financial system
- SPA resolves problems that arise during performance
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