Reminders and Best Practices for Subrecipient Invoicing
Subrecipient monitoring is an important aspect of managing sponsored research dollars. Sponsored Programs is here to help ensure that your project runs smoothly as you manage fiscal relationships with subrecipients.
Please review the following reminders regarding subrecipient invoicing:
- All subrecipient invoices must be sent only to subinv@bu.edu.
- Subrecipient invoices are processed centrally and sent to departments and Principal Investigators for review and approval.
Roles and Responsibilities
Principal Investigators, Department and Grant Administrators, and Sponsored Programs each play a role in subrecipient invoice processing.
View Full Subrecipient Monitoring Roles and Responsibilities
Below are key actions for Departments and Principal Investigators.
Principal Investigator Responsibilities
- Your signature shows that the sub award site is doing the work and that you are satisfied with the progress/results; if the subaward site is not doing the work, do not sign off on the invoice to pay them. Reach out to your Post Award Officer for assistance in next steps.
- See Best Practices for Principal Investigator’s invoice review.
Department Responsibilities
- Follow up in writing with Subaward Sites that do not invoice in a timely manner. Best practice is for Subrecipients to invoice monthly. See Subrecipient Invoice Frequency and Processing Best Practices.
- Follow up in writing with Subaward Sites if work is not being completed per agreed upon Scope of Work.
- Ensure that FRN commitments are paid.
- As a reminder, you cannot spend your FRN commitment on other research expenditures. That commitment is to pay your subaward invoices. If you spend that commitment money on another commitment, then the department will be responsible for paying those sub invoices from a University account once they are received.
- See Best Practices for department invoice review.
Training and Resources
The Subaward webpage includes additional policies, definitions and processes for the management of subawards.
