Resources for Subrecipients

Subrecipient Certifications and Compliance

Subrecipients submitting a proposal to Yale must complete the Subrecipient Information and Compliance Form prior to Yale’s proposal submission, or as requested by Yale.

A Subrecipient Questionnaire and a copy of the most recent audit report or financial statement is required if the subrecipient is not subject to the Single Audit (2 CFR 200). Proposals may not be submitted to a Public Health Service (PHS) agency, the Department of Energy (DOE), the National Science Foundation (NSF), or any other sponsor requiring adherence to PHS regulations unless the subrecipient certifies that it has a compliant Financial Conflict of Interest policy and has made all required disclosures.

If the subrecipient does not have a compliant PHS policy, the subrecipient may use the Yale model PHS compliant policy and the model COI disclosure form.

Contacts

  • For reporting questions, contact the Yale PI listed on Attachment 3A
  • For general subaward inquiries, contact the Administrative Contact listed on Attachment 3A
  • For invoice questions, contact askfinance@yale.edu
  • Submit Subaward Invoices to yss.subcontracts@yale.edu

Please include the Subaward Number in the subject line of all email communication.

Submitting an Invoice

Subrecipient may use their own invoice template or use Yale’s:

Cost Reimbursable Subaward Invoice Template
Fixed Amount Subaward Invoice Template

If the subrecipient chooses to use their own template, it must include the following:

  • Subaward number (CON-xxxxxxxx, GRxxxxxx)
  • Date
  • Billing period covered by the invoice
  • If Cost Reimbursable: Current and cumulative costs, including any cost sharing
  • If Fixed Amount: Deliverable completed and milestone payment amount
  • If federally funded: Required certification language: “I certify to the best of my knowledge and belief that the information provided herein is true, complete, and accurate. I am aware that the provision of false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil, or administrative consequences including, but not limited to violations of U.S. Code Title 18, Sections 2, 1001, 1343 and Title 31, Sections 3729-3730 and 3801-3812.”
  • If non-federally funded: Certification as to the truth and accuracy of the invoice
  • Name and Title from the subrecipient’s Authorized Official signing the invoice.

Requesting a No Cost Extension

Subrecipient should submit a written request for a no cost extension to the Administrative Contact listed on Attachment 3A of the original subaward agreement.

Subrecipient’s extension request should be made no less than 30 days prior to the end date for a federally sponsored project, or in accordance with the terms and conditions of the subaward agreement if non-federally sponsored.

Requesting Carryover

Subrecipient should submit a written request for carryover to the Administrative Contact listed on Attachment 3A of the original subaward agreement. A subrecipient’s carryover request to Yale must include:

  • Amount of carryover after commitments
  • Reason for carryover
  • Summary of how carryover funds will be spent
  • Detailed budget
  • The budget period the carryover funds originate from and the budget period the carryover funds should be applied to