Roles and Responsibilities of Colorado College Staff in Monitoring Our Subawardees

Subrecipient agreements will be prepared by the Director of Faculty Research Support in the months following notification of an awarded grant.

The Colorado College PI is responsible for tracking and monitoring technical progress of the subrecipient to ensure the efforts outlined in the subagreement scope of work are being met and reimbursements are made in relation to technical progress. Technical reports can be requested as needed by the PI and should supplement informal communications. If there are specific deliverables or reporting requirements, the PI and Director of Faculty Research Support should include these in the subagreement. The PI is responsible for verifying all of the subrecipient's invoices prior for submission to the Grants Accountant for payment processing and should not approve invoices if the appropriate technical progress has not been made.

All subrecipient invoices should include:

• Project Name
• Subaward Number
• Approved Budget
• Current Period Expenditures
• Total Expenditures to Date
• Remaining Balance
• Fiscal Agent Certification

Both the PI and Grants Accountant perform a review of all subrecipient invoices prior to approval and payment. The process for invoice submission and approval is described below:

1. The Grants Accountant will confirm with the PI that invoice should be paid and appropriate work has been done by subrecipient. If the required work has not been done, PI will contact subrecipient and request work be completed. In that event, the invoice will not be paid until the PI approves it for payment.
2. The Grants Accountant reviews the invoice to verify expenses were incurred during the period of performance of the subagreement, there is an available balance to cover the invoice amount, and the correct encumbrance number is being used on the invoice.
3. Once an invoice is approved by the Grants Accountant and PI, the college's Accounts Payable will process it for payment. Subrecipient invoices are submitted by the Grants Accountant to the Accounts Payable department.

Federal Funding Accountability and Transparency Act (FFATA) Reporting: As of Oct. 1, 2010, Colorado College must submit a FFATA subaward report by the end of the month in which we issue any subgrant granter than or equal to $25,000. These must be reissued in the event an amendment is added, adding funding to the subaward. The Director of Faculty Research Support handles the submission of these reports.

Annual Subrecipient Monitoring: The Director of Faculty Research Support will send an annual certification letter to all subrecipients receiving federal funding during the prior fiscal year. Please see this sample letter.

Record Retention: The Director of Faculty Research Support retains digital and hard copies of FFATA reports. The Director retains digital copies of the signed annual A-133 audit letter.