Monitor an Outgoing Subaward or MCA | UCLA Office of Contract and Grant Administration

Under Uniform Guidance UCLA is responsible for ensuring that funds provided to subrecipients and participating UC campuses through subawards and MCAs are spent in accordance with UCLA's sponsor and subaward/MCA agreement terms, applicable laws, and regulations. Subrecipient monitoring is a shared responsibility involving the UCLA Principal Investigator, department, and OCGA.

Prior to issuing a subaward, the OCGA Outgoing Subawards Team (OST) conducts a Subrecipient Risk Assessment. If the Subrecipient Risk level is identified as anything other than low, UCLA may include additional requirements in the subaward such as more frequent reporting and prior approval (from UCLA) for specific subrecipient actions, to mitigate and manage the identified risks.

OST performs additional Subrecipient Risk Assessments at least annually and modifies the subaward as necessary.

The UCLA Principal Investigator, with assistance from their department, monitors the subrecipient’s or sister campus' programmatic progress by:

Reviewing the subaward or MCA terms and conditions and scope of work to identify the subrecipient's or sister campus' required deliverables and obligations. Subaward or MCA deliverables generally follow those required of UCLA under UCLA's sponsor award (e.g., progress reports and final reports) but, depending on the results of the Risk Assessment, may include additional requirements (e.g., more frequent reporting and backup documents for invoices).
Obtaining and distributing, as applicable, copies of the subrecipient's or sister-campus' deliverables, including progress reports and data completion forms, per the subaward or MCA terms and conditions.
Notifying OCGA OST in writing of programmatic or technical issues that arise during the period of performance, including lack of progress. OCGA OST will provide administrative guidance to the Principal Investigator and department regarding the terms and conditions of the subaward, and possible remedies for non-compliance issues.

Find subaward deliverables usually in the subaward agreement under Attachments 4 & 5, and invoicing requirements on page 1.

Find MCA deliverables in the MCA agreement on page 1 and Exhibit A.

Subawards

The UCLA Principal Investigator, with assistance from their department:

Obtains, reviews, and certifies the subrecipient’s invoices verifying the appropriateness and allowability of the subrecipient’s expenditures.
- Payments to UCLA subrecipients should occur within 30 calendar days after receipt of billing.
Notify OCGA OST in writing of any fiscal or invoice issues that arise during the period of performance, including late invoices. OCGA OST will provide administrative guidance to the PI and department on the terms and conditions of the subaward, and possible remedies for non-compliance issues.

Multiple Campus Awards (MCAs)

Due to a recent change in process, new outgoing MCAs will now include a UCLA department financial contact.
The participating UC campus submits IRRs for reimbursement directly to Extramural Fund Management (EFM).
Notify OCGA OST in writing of any fiscal or IRR issues that arise during the period of performance, including late IRRs. OCGA OST will provide administrative guidance to the PI and department on the terms and conditions of the MCA, and possible remedies for non-compliance issues.

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Last Updated: October 19, 2023