PI/PD Responsibilities for Subawards
| Pre-Award | Post-Award | Invoicing Review |
| *Identify need for Subrecipient | Request Grant Line / Charge Code from accounting representative to support Subaward transaction | Confirm invoice contain sufficient detail as required by the Subagreement |
*Determine and document the appropriate relationship type: Subrecipient /Contractor (Vendor)/Consultant Note: Documentation is to be maintained in accordance with USG record retention policy | Required: Provide suitable Statement of Work, Budget, a cost price analysis, Memo of Selection, and Signed Request Form | *Confirm invoiced amount is reasonable in comparison to Subrecipient's technical performance and payment of the invoice will be an allocable, allowable, reasonable, and consistently treated charge to the GT-sponsored project |
| Request Letter of Support, Statement of Work (SoW), Budget/Justification, and/or other relevant documentation from potential Subrecipient | Submit request to OSP Subawards to issue a new Subaward | Review any detailed information required by the subaward agreement and address any issues, such as significant differences between invoiced expenditure categories and Subrecipient’s budget |
| Determine contract type, as supported by the statement of work and the Prime award terms and conditions (to be subsequently validated by CO) | Recommended: Provide Letters of Support, Budget Justification (as applicable), Compliance Documents | Confirm the total cumulative costs incurred is listed on the invoice |
| Perform cost analysis or analyze costs on travel, labor and materials against Statement of Work for reasonableness | Managing project progress and documentation of applicable deliverables | Confirm the F & A amount calculated correctly on the invoice and in accordance with the Subrecipient’s budget |
| Include Subrecipient in proposal (with required/relevant documentation) | Contact Subawards Team early with concerns about subcontractor performance and possible early termination of Subaward | If there are any cost-sharing commitments associated with this Subagreement, confirm they are included on the invoice, documented as required by the Subagreement, and meet the required commitment |
| Submit proposal to OSP CO / Complete relevant proposal approvals | Submit a modification to the Subawards Team for any changes in the originally agreed upon terms such as period of performance | *Final Invoice: GT PI has received and reviewed reasonably sufficient progress reports and deliverables (if required) from Subrecipient before approval |
| Inform Subrecipient of Pre-Award Checklist for Subrecipients | Communicate with Subawards Team to submit budget changes/reallocations to the sponsor for review and approval, if required | *Final Invoice: Confirm all cost-sharing requirements have been met |
| *Final Invoice: Confirm the final technical, inventions, and property reports required by the prime award have been received |
* These PI/PD responsibilities may not be delegated to supporting staff
For Subaward Support
If you require assistance with subawards, please reach out to subrecipientmonitoring@osp.gatech.edu.
For assistance with subawards invoices, please contact ospinvoices@osp.gatech.edu.
See the Subawards and Consulting Agreements Staff Directory for additional points of contact.