- 1307 PR.02 Managing Subrecipient Activity Associated with Sponsored Programs
- 1307 PR.03 Monitoring Subrecipient Activity Associated with Sponsored Programs
OSP, the DBO, and the PI monitor subawards to ensure subrecipients remain compliant with federal regulations, sponsor terms, and Yale requirements while meeting performance goals.
Progress Reporting: The PI monitors the technical progress of a subrecipient’s performance as defined in the subaward scope of work. The PI should notify the DBO and OSP of any subrecipient performance issues.
Invoicing: The PI (or delegate) reviews invoices for reasonableness, cost appropriateness, and subrecipient progress toward project goals. The DBO reviews invoices for adherence to the budget and subaward terms and conditions, monitors invoice status for timely and accurate payments, and monitors subaward balance to ensure adequate spend pace.
Invoicing reminders:
- Invoices should not be processed for payment until a fully executed Subaward has been activated in Workday.
- Always run the Workday “Find Subawards – Yale” report to determine if there are sufficient funds remaining to pay an invoice. Do not approve an invoice for payment if the Remaining Balance on the Supplier Contract will not cover the total amount invoiced.
- Do not approve an invoice for payment if the invoice includes unallowable costs, or if expenses charged are not part of the subaward budget.
- If a subrecipient submits an invoice after the invoicing due date in the subaward agreement, Yale may elect to not pay the invoice. Yale must pay invoices before the sponsor’s required reporting deadline and within Yale’s accounting closeout timeframe to ensure recoupment of funds. Untimely invoicing may result in a higher subrecipient risk level.
- Run the Workday “Subaward Invoices in Progress–Yale” report to see invoices that are Aging at 0-10 days, 11-20 days, 21-30 days, and 31+ days. 2 CFR Part 200, Uniform Guidance requires Yale to pay subrecipient invoices on federal flowdown subawards within 30 calendar days of invoice receipt unless the invoice is believed to be improper.
- Use the Subaward Invoice Review Checklist to assist with subaward invoice review.
- If you get a Workday system error message when attempting to process an invoice, please refer to the Subaward Error Message Guide.