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Office of Sponsored Programs

PI Subaward Responsibility

Some, though not all the responsibilities listed below may be shared between the PI and departmental admin staff, where appropriate, though the ultimate responsibility belongs to the PI.  

  • The UM PI is responsible for ensuring that pass through funds allocated to collaborators, vendors, or consultants are correctly identified and budgeted in the proposal submitted to UM’s sponsor.  
  • If the need for collaborators is identified after UM’s award is received, the UM PI is responsible for working with their UM Grants and Contracts Officer (GCO) to ensure that the necessary sponsor approvals are obtained and the funds allocated to the pass-through entity are correctly budgeted.  
  • The UM PI is responsible for reviewing the draft subaward or subcontract agreement (and amendments) to ensure that the scope of work and budget information are accurate and that the appropriate compliance terms (human/animal subjects) are included.  
  • The UM PI is responsible for ensuring that any necessary subrecipient technical or progress reports are submitted. (Please work with the OSP Subawards Team to include the appropriate reporting requirements in the subaward or subcontract agreement.)  
  • Throughout the life of the project, the UM PI is responsible for ensuring that the goals and objectives regarding subrecipient programmatic performance are met. Oversight of programmatic performance occurs through ongoing interaction and communication among the UM PI, OSP, and subrecipient.   
    • The UM PI must monitor the subrecipient performance to ensure that progress on the project is proceeding at a satisfactory pace, all deliverables are met, and all required reports are provided. If the subrecipient performance is not satisfactory, required deliverables are not met, or required reports have not been submitted, the UM PI should reach out to the OSP Subawards team as soon as possible.  
  • If there are changes to the subrecipient budget, scope of work, or timeline, the UM PI is responsible for coordinating with OSP to ensure that any required sponsor approvals are obtained and changes to the subrecipient agreement are made using the formal amendment process. [link to modify subaward process] 
  • If the subaward includes cost share/cost match, the UM PI is responsible for monitoring that sufficient cost share is reported to meet the cost share requirements of the award.  

Subrecipient Invoice Review 

The UM subawards team performs an initial review of every subrecipient invoice prior to requesting UM PI review and approval.  

  • The UM PI is responsible for monitoring subrecipient expenditures to ensure that they are reasonable, allowable, allocable, and align with the work being performed.  
  • The UM PI is responsible for monitoring that the subrecipient is spending funds at an acceptable rate. If a subrecipient is spending funds too slowly, this can lead to a reduction in the amount of funding awarded to UM in the next increment. If the subrecipient is spending too quickly, a budget revision may be necessary. Please reach out to the UM Subawards Team if you notice that your subrecipient’s spending rate is concerning.  
  • The UM PI is responsible for ensuring that the subrecipient is providing all required reports and deliverables and that their progress on the project is satisfactory.  
  • The UM PI must approve the subrecipient invoice before it can be paid. Note: Invoice approval by Administrative Staff is not adequate. If the UM PI is unavailable, notify OSP in advance and work to designate an appropriate approver. 
  • Should questions arise regarding subrecipient expenses, the UM PI is responsible for alerting the UM Subawards Team as soon as possible. 

NOTE: Please be aware that once accepted, subrecipient invoices should be paid within 30 days. This requires that everyone involved in the process be timely in performing their duties. Once an invoice is received, it proceeds through an internal review and payment process.