Best Practices for Subrecipient Monitoring in Research Projects

Effective management of subawards in research projects requires collaboration, clear responsibilities, financial monitoring, and technical oversight. This involves building strong relationships with stakeholders, including the Principal Investigator and subawardee, and ensuring compliance with sponsor requirements. Key tasks include financial review, invoice tracking, programmatic monitoring, and maintaining open communication throughout the project lifecycle.

• Subrecipient monitoring
• Research projects
• Financial oversight
• Programmatic monitoring

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1. Subrecipient Monitoring Andra Kiscaden, MRA,CRA

2. Shared Responsibilities Successful subaward management requires partnerships and strong relationships at each stage of the project lifecycle

3. Department Responsibilities Front-line administrator Work closely with PI and watch for proactive problem solving opportunities Subaward modifications Changes requiring sponsor prior approval Deadline tracking Serve as point of contact and liaison between various stakeholders PI, OSP/ CGA, Subawardee Financial oversight Technical oversight

4. Financial Monitoring Invoice review Costs incurred within period of performance Expenditures are consistent with budget and scope of work Review for questionable or unallowable costs F&A rate matches rate documentation F&A rate is applied appropriately Required documentation included Special consideration for final invoices Timeliness of invoicing Spending rate Extensions, modifications, and close outs

5. Financial Monitoring Tools

6. Financial Monitoring Tools

7. Financial Monitoring Tools

8. Technical/Programmatic Monitoring Programmatic Review (with PI) Communication between PIs Performance issues Changes, delays, or issues with scope of work Technical and progress reports

9. #1 Tip for Success: Make Some Friends! Build strong relationships with PI Know your researcher Develop a monitoring plan Build strong relationships with the subawardee Start at proposal submission Kick off meetings Invoice pre-review Site visits Maintain open communication Build strong relationships with OSP/ CGA

10. Questions Andra Kiscaden, MRA, CRA anmcclun@unm.edu 505-226-4260