i’m here for your audit. - university of delaware · • gain an understanding of the subaward...
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I’m here for your audit.
Research 0
Subrecipient Monitoring
Sara Eastwick, Research Office
Portia Garvey, Research Office
Marlo Goss, College of Engineering, CBO
George Walueff, Procurement
Research 1
Learning Objectives
• Understand Importance – the “WHY” behind subaward monitoring
• Gain an understanding of the Subaward Process from Proposal to
Close-Out
• Review Roles and Responsibilities Critical to Success
• Understand the Methods of Subaward Monitoring as Required by
OMB Circulars
• Obtain Valuable Tips, Tools, and Recommendations to Avoid Issues
and Delays
Research 3
What is Subrecipient Monitoring??
The process of providing oversight on subawards throughout the
lifecycle, including:
• Obtaining appropriate information prior to proposal
• Reviewing appropriateness of the subawardee
• Executing an agreement consistent with A-133 requirements
• Acquiring signed A-133 certification statements as appropriate
Research 4
What does A-133 require??
• Ensure that federal funds are used for authorized purposes in
accordance with laws, regulations and provisions of the prime
award.
• Ensure that performance goals are met.
• Monitor the activities of the subrecipient to ensure compliance.
Research 5
What does A-133 require??
• Ensure that subrecipients expending $500k or more annually have
met the audit requirements for that fiscal year.
• Issue a management decision on audit findings, if necessary, and
ensure that the subrecipient takes appropriate and timely corrective
action.
• Provide prime award information to subrecipients.
• Conduct on-going review and oversight of subrecipients progress
and compliance.
Research 6
Proposal Preparation
• Deciding at the proposal time if you are working with a sub,
consultant or vendor
• Not always obvious
• Do your homework
• Share chart with PI to help determine
• http://www.udel.edu/research/pdf/sub-v-consult.pdf
Research 7
• Per guidelines or prime award, can you work with foreign sub
• Special terms
• US Currency
• Export Control/Department of State
• Other (Close-Out Considerations, Property)
Research 8
Monitoring of
Subawards to Foreign Entities
Many Items to Consider
First Step – Subrecipeint? Are you sure?
Research 9
Characteristics
Research 10
• Substantive Programmatic Work
• Programmatic Decision Making Subrecipient
• Provides Goods & Services
• Many Different Purchasers Vendor
Fee for Service
• Work for Hire
• Performance Not Controlled Consultant
Ok – It’s a Subaward
Now What?
Research 12
Subaward – Required Documentation
• Subreceipient Commitment Form
• Attachment 3B – Research Subaward Agreement – Subreceipent
Contacts
• Attachment 3B – Research Subaward Agreement - Page 2 Place of
Performance
• Statement of Work
• Budget
• Budget Justification
• Subs IDC Agreement
• Provider Category Determination Worksheet
• http://www.udel.edu/research/preparing/proposalguide.html
Research 13
Subaward Documents – Let’s take a look!
Research 14
Scope of Work
• Common elements of a successful scope of work for a subaward will
vary based on the project.
• A well written scope of work is crucial to the project in dealing with
possible obstacles or issues during the project.
• Research effort is based on a mutual understanding of the project
scope of work.
• It is understood that the subaward development proceeds in a
structured manner; each step is predicated on the approval of
previous steps and subject to project budget and scope
modifications
Research 15
Proposal Awarded!
• Awarded!!
• Recommend Meeting/Email/Discussion to include PI, SPC/Dept
Admin, and C&G Specialist
• Was the full budget awarded? Budget revision may need to be
done/routed. Has the budget awarded been reduced to change the
scope of work? Scope of Work may need to be amended.
• Check your cost share requirements! If budget was reduced so
should the cost share!
• Review Sponsor Terms & Conditions and COA!
• Review subaward documents to make sure they are in order
Research 16
Purchase Order Set Up
• Initiate requisition for subaward agreement after receipt of award
• Requisition is initiated by the department
• Requisition needs to be for the amount funded. If award is
incrementally funded, the requisition must only be for the amount
funded, not the full amount of the subaward.
• Attach Scope of Work and Determination Worksheet to the webform
before submitting.
Research 17
Procurement Services
After receiving a Requisition/Vendor Payment Request
• Reviews Provider Category Determination Worksheet
• Compares to the Statement of Work
• Obtains W-9 for tax id if not provided
Research 18
Procurement Services
Issues purchase order - PO becomes the subaward number to facilitate
payment
• Automated email goes to department with PO number
• Subrecipient does not receive a copy of procurement PO
• PO needs to be amended each time a new increment is
awarded.
• Purchase order remains open until a Purchase Order
Amendment Webform is received requesting closure.
Research 19
Subaward Package Assembled
• RO prepares documentation for submission to sub
• Based on assessment, sub is high risk, be creative –add
special requirements (reporting, auditing, special reviews,
milestones)
• Obtains approval from PI
• RO executes subaward documentation
Research 20
Subaward FFATA Reporting
• Federal Reporting Requirement - all subawards/
subcontracts over $25K (all subs issued after October
2010)
• Submitted by the RO
Research 21
Amendments
(Things to Consider)
• Are invoices received timely
• Carryover considerations
• Performance vs. Spending
• If above are issues, should you add special terms as a monitoring
mechanism (reporting, auditing, special reviews, milestones)
• Discuss with PI
Research 22
Invoicing
• Webform is initiated by the R/O for approval on all
invoices
• No longer using email approval
• Approvals include department, PI, and RO for Payment
• Checklist makes it easy to do it right!
Research 24
Subaward Monitoring
Checklist
- Each invoice needs to be
checked for accuracy!
- Use this checklist for each
invoice to check for compliance
- http://www.udel.edu/research/pd
f/training/subaward-monitoring-
checklist.pdf
Research 25
Questions to Ask During Monitoring
• Is the subrecipient’s work progressing according to
schedule?
• Are deliverables and reports being provided on time or in
a timely manner?
• Are all compliance considerations up-to-date?
• Are funds being spent according to the budget and within
the project timelines?
Research 26
Keeping on Track!
• Keep track of sub spending and invoice payments on UDataGlance
• UData will keep track of PO’s as an obligation
• Query can be used to view what has been committed and expended
for purchase order by PS Account.
- GMQ_PO_ACTIVITY_SUM
Research 27
Subaward Closeout Procedure
• Sub must submit final closeout paperwork
• Final invoice will be marked “FINAL”
• Final invoice paid
• Once final invoice is paid, the PO can be closed.
• Purchase Order Amendment needed to closeout PO. Once
amendment is received, Procurement can close the PO.
• PO’s that are not closed will populate in the ACR.
Research 28
SUMMARY
• Why Subrecipient Monitoring is Important
• A-133 Audit or Some Form of Audit Performed or Risk Assessment
• Determination – Sub vs. Consultant vs. Vendor
• Obtain Proposal Paperwork from Subawardee
Research 29
SUMMARY (cont’d)
• Receive Award – Initiate Requisition Webform
• Prepare Subawardee Documents
• Establish Special Requirements to Help With Monitoring
• Review Invoicing Documentation/Make Payment
• Close-Out Subawards
• Bottom Line - We All Play a Role in the Process
Research 30
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