Monthly Webinar | Tales from the Trail--Monitoring Subrecipients-Video Recording

Video Transcription

Video Summary

The National Grants Management Association (NGMA) hosted a webinar titled "Tales from the Trail: Monitoring Subrecipients," presented by Glenn McCormick from Broward County, Florida. The session emphasized effective monitoring processes for subrecipients managing federal grant funds. Glenn distinguished subrecipients—entities with programmatic responsibilities—from contractors, urging clear documentation of these classifications for audit purposes.<br /><br />Key points included conducting risk assessments prior to awarding funds, utilizing a comprehensive risk matrix evaluating financial health, management changes, and audit histories to tailor monitoring intensity. Monitoring involves both programmatic reviews—ensuring compliance with licenses, program goals, and timely reporting—and fiscal oversight, including proper fund segregation, cost-sharing documentation, and allowable expenditures. Tools like on-site visits and desk monitoring were described, with high-risk subrecipients requiring more frequent and thorough reviews.<br /><br />Glenn stressed proactive early monitoring to prevent "autopsy model" retrospectives and detailed the importance of corrective action plans to address findings, supported by clear communication, technical assistance, and enforcement measures such as withholding payments. The session also covered grant closeout procedures, excusable delays, and the necessity of contract language outlining monitoring requirements and consequences of noncompliance.<br /><br />Interactive polls reinforced understanding of monitoring responsibilities. The Q&A addressed practical concerns such as using SAM.gov for exclusions checks, common findings like fund segregation issues, handling untimely invoices, and adapting monitoring for nonprofits with limited staff. Glenn concluded emphasizing fairness, consistency, collaboration with subrecipients, and the critical role of monitoring in safeguarding federal funds and program integrity.

Keywords

National Grants Management Association

NGMA webinar

subrecipient monitoring

federal grant funds

risk assessment

programmatic compliance

fiscal oversight

corrective action plans

grant closeout procedures

SAM.gov exclusions check