University of Vermont

Sponsored Project Administration - SPA

217 Waterman Building . 85 South Prospect Street . Burlington, Vermont 05405 . (802) 656-3360

Subaward Issue and Monitor UOP

Issuing and Monitoring Subawards on Sponsored Agreements University Operating Procedure (UOP)

Effective on April 1, 2014, the Issuing and Monitoring Subawards on Sponsored Agreements University Operating Procedure (UOP) replaces and is largely the same as the former university policy related to subrecipient monitoring. 

In summary;

  1. If a proposal is awarded and a subaward was included, SPA’s outgoing Subaward Team is notified by the SPA Award Team.

  2. The SPA subaward team will develop a subaward agreement with the organization(s) you intend to collaborate with.  

  3. SPA uses universally approved subaward templates to expedite the process. However, each subaward is prepared to ensure appropriate terms and conditions are delivered to the subrecipient organization. 

  4. The UVM Principal Investigator and/or their Grant Administrator will be asked to review the budget and statement of work for accuracy and provide feedback on reporting requirements and any other programmatic conditions that should be incorporated into the subaward prior to release of any subaward. 

  5. Upon approval of the UVM PI, the subaward is delivered by email to the subrecipient’s Sponsored Programs Office (or equivalent) for review and signature.

Subrecipient Monitoring

  • Subrecipient monitoring at the University of Vermont is shared responsibility between Sponsored Project Administration, the Principal Investigator, and the department staff.
  • Principal Investigator do have the primary responsibility for overseeing performance of the work being conducted by the subrecipient, collecting and reviewing subrecipient performance reports, reviewing and approving subrecipient invoices and ensure any problems with performance are escalated in a timely manner. 
  • For more details see: PI - Subrecipient Monitoring Responsibilities

Subaward Payments

  • Payments to the subrecipient for work performed will not be made until both parties have signed the agreement.
  • For each subaward invoice the UVM PI or designee must complete and return to SPA the Subaward Invoice Payment Certification Form.  
  • PIs should review subaward invoices for accuracy and appropriateness in relation to the work performed.  
  • PIs should not approve invoices where the subrecipient is not performing or expenditures are significantly different than budgeted or expected.  Do not approve if the expenditures appear to be unallowable or unreasonable.
  • Request additional expenditure information if you question costs included in Subrecipient invoices.
  • Contact your department’s fiscal staff and/or your designated SPA Financial Analyst for assistance.

Subaward Amendments

  • Changes in the circumstances of a subaward may require and amendment/modification to the agreement.
  • If this occurs, the UVM Principal Investigator should contact SPA's Outgoing Subaward Specialist to determine what action may be required.
  • These changes might include a change in the period of performance, a change in the amount of funding, change in key personnel, or an early termination.

Training Opportunities

For subaward training opportunities, please visit Training Opportunities on Sponsored Projects.


If you have any questions about outgoing subawards, please contact SPA's Outgoing Subaward Specialist.

last updated 05-17-18

Last modified May 17 2018 04:38 PM

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