Under some organizational structures, issuance of subawards is handled by
offices that are primarily pre-award. Locus of the expertise necessary to
ensure a well constructed agreement with attention to flow-down
requirements is crucial.
Also, in some circumstances, subawards may be differentiated from
"procurement". In Virginia the state Procurement Act, at least as
interpreted at various times, made it almost impossible to make subawards
without extreme efforts to justify sole source -- and can you imagine a
federal sponsor's attitudes if we tried to compete a subaward -- so after
careful review the state Procurement Office defined subawards as
non-procurement agreements.
Chuck
At 03:26 PM 1/31/01 -0600, you wrote:
>What you need from a subcontractor to support an invoice should have been
>determined at the time the subcontract was issued. Issuance of a
>subcontract is a post-award, procurement function. Review of invoices for
>payment and compliance is a post-award, accounts payable function.
>
>-----Original Message-----
>From: Lauren Beastall [mailto:xxxxxx@CGU.EDU]
>Sent: Wednesday, January 31, 2001 1:16 PM
>To: xxxxxx@HRINET.ORG
>Subject: [RESADM-L] Invoicing on Awards
>
>
>Hi Everyone,
>
>I have a couple of quick questions regarding the invoicing of grants,
>contracts, etc...
>
>1) When reviewing invoices are there any types of issues that we need to be
>aware of? (For example, whether or not the funds are available, whether or
>not there are unallowable costs, etc...) We are trying to figure out what we
>need to do when we receive invoices from subcontracts and when we invoice
>our own expenses on grants, contracts, etc...Is there a particular process
>any of your institutions do when you are processing invoices for grants and
>contracts?
>2) Do you consider the process of reviewing invoices on grants, contracts,
>etc... post-award or pre-award duties?
>
>Thanks for any advice you can offer me.
>
>Sincerely,
>
>Lauren L. Beastall
>Research Administration Analyst
>Sponsored Research and Projects
>Claremont Graduate University
>Phone: (909) 607-9296
>Fax: (909) 607-7911
>
>
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Herbert B. Chermside, CRA
Director, Sponsored Programs Administration
Virginia Commonwealth University
PO BOX 980568
Richmond, VA 23298-0568
Express Delivery Only:
Sanger Hall, Rm. 1-073
11th & Marshall Streets
Richmond, VA 23219
Voice: 804-828-6772
Fax 804-828-2521
OFFICE e-mail xxxxxx@VCU.EDU
Personal e-mail xxxxxx@vcu.edu
http://views.vcu.edu/ospa/
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