Forms Library University of Vermont

Understanding the Subaward Invoice

A subaward invoice is a financial document used to request payment for services or goods provided under a subaward agreement. This agreement typically arises in grant-funded projects where a primary recipient allocates a portion of the funds to another entity, known as the subrecipient. The invoice includes essential details such as the invoice number, date, description of services rendered, and the total amount due. It serves as a formal request for reimbursement and must align with the terms outlined in the subaward agreement.

Key Elements of a Subaward Invoice

When preparing a subaward invoice, it is crucial to include specific elements to ensure clarity and compliance. Key components typically include:

• Invoice Number: A unique identifier for tracking purposes.
• Date: The date the invoice is issued.
• Subrecipient Information: Name, address, and contact details of the subrecipient.
• Project Title: The name of the project associated with the subaward.
• Description of Services: A detailed account of the services or goods provided.
• Total Amount Due: The total cost being requested for reimbursement.
• Payment Terms: Conditions under which payment will be made.

Steps to Complete a Subaward Invoice

Completing a subaward invoice involves several steps to ensure accuracy and compliance with funding requirements. Follow these steps:

1. Gather necessary documentation, including the subaward agreement and any supporting documents.
2. Fill in the invoice template with the required information, ensuring all details are accurate.
3. Attach any required receipts or proof of expenditures related to the services provided.
4. Review the invoice for completeness and accuracy before submission.
5. Submit the invoice to the appropriate party as outlined in the subaward agreement, whether electronically or via mail.

Legal Use of the Subaward Invoice

To ensure the legal validity of a subaward invoice, it must comply with both federal and state regulations governing grant funding. This includes adherence to the Uniform Guidance (2 CFR Part 200), which outlines the requirements for federal awards. Proper documentation and accurate reporting are essential to avoid potential audits or penalties. Additionally, the invoice should reflect the terms of the subaward agreement, including allowable costs and payment schedules.

Form Submission Methods for Subaward Invoices

Submitting a subaward invoice can typically be done through various methods, depending on the requirements set forth by the primary recipient. Common submission methods include:

• Online Submission: Many organizations utilize online portals for electronic submission of invoices.
• Email Submission: Invoices can be sent via email to the designated finance department or grant manager.
• Mail Submission: Physical copies of the invoice can be mailed to the appropriate address if required.