Page Updated: April 26th, 2018
The Uniform Guidance requires UW-Madison monitor the activities of the subrecipient, including reviewing financial and performance reports. A key function of this monitoring is the proper review and approval of subrecipient invoices.
When invoices from subrecipients are received for payment, the assigned RSP Accountant reviews them to ensure the information needed to properly process the invoice is included. If there are any exceptions, the invoice will be returned unpaid to the subrecipient and the PI and/or Department Administrator are notified.
Invoices that are approved by the RSP Accountant are forwarded to the RSP Subaward Invoice Processing Team who reviews the invoice and seeks the PI or Department Administrator’s approval before sending the invoice to Accounts Payable for payment to be issued.
With each invoice, the Department Administrator is asked to confirm progress is being made according to the scope of work and reports or communication is occurring according to the terms and conditions of the subaward. The Department Administrator must review the invoice and expenditures to ensure the work completed to date is satisfactory and any reports required have been submitted prior to approving payment of the invoice.
The final subrecipient’s invoice is sent to the PI and copied to Department Administrator by the RSP Subaward Invoice Processing Team. The PI will be asked to approve the final invoice. The PI must review the invoice and expenditures to ensure that all work is completed, that he/she is satisfied with the project performance and all final reports have been submitted prior to approving payment of the final invoice.