• SPS, the responsible University PI, and department grant administrators will jointly determine the frequency and scope of departmental monitoring procedures. A “risk-based” approach to subrecipient monitoring is recommended with the frequency and intensity of monitoring driven by the terms of the prime award and the criteria identified in the section of this procedure titled Subrecipient Pre-Qualification Review.
• PIs will monitor the progress of subrecipient work scope at least on a quarterly basis
• Options for review include informal progress reports via phone conversations, e-mail communications, or face-to-face discussions, formal technical reports or other deliverables specified in the agreement required and due on specific dates. Subrecipient invoices will be submitted to the University PI
• Subrecipient is required to submit invoices adhering to the following criteria:
  • Expenditures are reported for current period and cumulative period
  • Expenditures are itemized by cost category
  • Cost share and/or match is reported on each invoice
  • Invoice must also include the following:
    • Subrecipient’s name and address
    • Subaward Agreement Number and University account number
    • Project period and period of invoice
    • Invoice number and date prepared
    • Subrecipient contact person with respect to the invoice
    • Certification on each invoice as to the truth and accuracy of the invoice
  • Final Invoice must be submitted by subrecipient within forty-five (45) days of end date
• PI will review and approve invoices from subrecipients to ensure that:
  • Expenditures are consistent with the proposed budget
  • Costs are incurred within the period of performance and are allowable
  • Expenses are aligned with technical progress
  • Cost sharing is appropriately reflected if required
• The PI must sign the invoice to indicate that review has been completed and that the invoice has been approved for payment.