When the opportunity arises, a portion of a research project effort may be provided by one or more other institutions or organization (third parties) who are responsible for a specific part of the project.  When the portion of effort to be performed by a third party constitutes a substantive component of the “science”, the third party is required to independently provide the resources and personnel necessary to conduct that portion of the work.

Contact your CGS if you have questions or need assistance related to the inclusion of a subaward in your proposal.

Subrecipient Monitoring

Refer to the Subrecipient Monitoring Guidance (2022) for further detail.

Subawards should be monitored to maintain compliance with the terms of the subaward and sponsor award.  It is important that the PI and other project staff share in the responsibility of monitoring subawards to ensure accountable stewardship of funds and performance of the work.  This includes:

  • Maintaining regular contact with the subrecipient PI to ensure that performance goals and objectives are achieved throughout the period of performance; this includes all reporting requirements.
  • Reviewing invoices for accuracy and consistency with the award terms and conditions, and collecting and reviewing required reports.
  • Notifying ORSP immediately of any issues that arise throughout the period of performance so that timely resolution can be sought.
  • Issuing subsequent Amendments/Modifications in a timely manner.

Subrecipient Invoice Review

Invoices are received by ININV@lehigh.edu, and routed for review and signature via DocuSign to the PI, Accounts Coordinator, and the CGS.  The purpose of PI review is to ensure that the subrecipient technical progress is aligned with the amount of the specific and cumulative invoice.  The PI must confirm (by signature) that the subrecipient has met the objectives or completed the deliverables during the invoice time period.  If not, the PI should discuss this with the subrecipient.

Subaward Closeout

Generally, ninety (90) days prior to a grant award end date, the CGS sends an email notification and reminder to the subrecipient Administrative Contact. The CGS coordinates with the subrecipient to ensure timely financial transactions as the project comes to a close. When all final reporting documentation is received, the CGS should acknowledge completion of the obligations by sending a final modification noting the subcontract is closed.

Visit the Research Handbook to learn more.