Sub-Award Management
Step
2: Reviewing and Selecting Sub-Awardees |
Step
4: Reporting on Sub-Awards
Step 3: Distributing Funds and Monitoring Sub-Awardees
Page: 1 | 2B. Monitoring Sub-Awardees
As a sub-grantor of Federal funds, you also are responsible for
ensuring that the organizations receiving those funds are in compliance
with Federal requirements as well as with the terms of agreement
(a Memorandum of Agreement or other) with your organization on the
project. Consider establishing an oversight and monitoring plan
(as part of the larger sub-award plan) for your sub-awardees.
What Should I Monitor Concerning
Sub-Awards?
To ensure compliance of sub-awardees, your organization will need
to monitor the following for each sub-awardee:
- Project progress is consistent with the approved proposal
- Sub-award funds are used for approved purposes only
- Sub-award funds are not used for inherently religious purposes
- Sub-award funds are properly accounted for
How Should I Monitor Sub-Awardees?
Effective monitoring of grants and sub-awards should be performed
throughout the project period rather than only at the end of the
project. There are a variety of ways that your organization can
provide regular and frequent monitoring for sub-awardees, including
these examples used by other intermediaries:
- Require regular programmatic and financial reports from sub-awardees.
Your organization may want to provide a standard reporting form
or template for sub-award organizations to complete and send
to you on a scheduled basis via the internet or through standard
mail. You may want to make sure that the reports arrive in enough
time for you to incorporate in your regular reporting schedule.
Some intermediaries have required quarterly or even monthly
reports from sub-awardees.
- Contact sub-awardees by phone or through email on a monthly,
bimonthly or quarterly basis.
- Hold monthly meetings or regular trainings for sub-awardees.
These meetings provide an opportunity for skill building, training,
sharing of information among awardees and monitoring. They can
also provide early detection of any issues or problems.
- Assign a "mentor consultant" from your organization
(or your training and technical assistant consultant pool)24
to work with the sub-awardee and to provide scheduled reports
on its progress.
- Hold on-site visits throughout project period. Again, this
is only possible if awardees are located in a geographic area
that is accessible to the grant-making organization.
- Conduct a sub-award program audit. This requires that each sub-award recipient provides access to its records and financial statements, as necessary. You may want to consider periodic audits at the beginning of the project period to make sure that appropriate accounting procedures are in place, followed by another audit at a mid-point and another at the end of the project period.
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What
If There Is a Problem? If your monitoring unearths a problem or identifies a violation of the agreement by the sub-awardee, take action. If you cannot work out a solution through direct conversations with leadership of the sub-award organization, you may want to bring the issue to a review committee. The committee would review the concern, oversee the gathering of any additional information, conduct further inquiry as needed and recommend appropriate action to the intermediary organization. |
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Page: 1 | 2
Step 2:
Reviewing and Selecting Sub-Awardees |
Step 4: Reporting on Sub-Awards