Is your collaborator a subrecipient?
  • It is the responsibility of the Principal Investigator (PI) to determine if the collaborator will be a subrecipient or a vendor. OCG is here to support and guide the process of the decision, however, the determining factor with the most weight is the collaborator’s technical contribution to the project which is best assessed by the PI.  
  • A great tool to help in the determination can be found here: Sub-Vendor-Consultant Decision Tree
How do I approve subrecipient invoices?
  • Invoice review and approval is one of the most important subrecipient monitoring procedures and is performed at the department level.
  • Invoices for each subagreement are sent to and the Department Research Adminstrator (DRA). The DRA will reach out to the PI for approval.
  • Please remember that it is a practice of the Office of Contracts and Grants Subcontracts Team to always reserve the right to reject an invoice. If there is an error or disagreement, the DRA and/or the PI may request additional documentation or a revised invoice. The Office of Contracts and Grants Subcontracts Team can assist with these requests.
  • There is no required format for approval documentation at CU Boulder. The OCG Subcontracts Team can provide sample invoices for subrecipients that do not have their own.
  • The Invoice Monitoring/Approval Checklist is a great tool to help with the invoice review and approval process.
Who is responsible for the subrecipient?
  • The Principal Investigator (PI) is ultimately responsible for the subrecipient. The Department Research Administrator (DRA) and the Office of Contracts and Grants Subcontracts Team may provide support and guidance but the PI must accept responsibility for all subrecipients.
  • Complete the Subrecipient Review Form noting any potential issues and certifying responsibility for the subrecipient.