Run Subrecipient Monitoring Site Visit Report — Free

Visit Logistics and Scope

Review type documented as on-site or desk monitoring critical (required)

Select the monitoring method used for this review.

Monitoring date and location recorded critical (required)

Record the date/time of the visit or desk review and the location or virtual meeting context.

Note (optional)

Award name, period of performance, and funding source identified critical (required)

Document the grant or award being monitored, including the applicable period and source.

Subrecipient attendees and roles recorded

List the subrecipient staff who participated and their roles or titles.

Records requested and reviewed documented

Summarize the financial, programmatic, and compliance records reviewed during the monitoring visit.

Financial Management and Expenditures

Expenditures are supported by source documentation critical (required)

Verify invoices, receipts, payroll records, timesheets, or other source documents support sampled costs.

Yes No N/A

Costs are allowable, allocable, and reasonable critical (required)

Confirm sampled costs comply with award terms and applicable cost principles.

Yes No N/A

Budget-to-actual variances reviewed and explained

Check whether material variances were identified, explained, and approved when required.

Yes No N/A

Cash management and drawdown procedures are adequate critical (required)

Review whether funds are requested and expended in accordance with cash management requirements.

Yes No N/A

General ledger and grant accounting records reconcile to reports

Verify the accounting records reconcile to financial reports submitted to the pass-through entity.

Yes No N/A

Internal Controls and Procurement

Segregation of duties is adequate for authorization, recording, and reconciliation critical (required)

Confirm no single individual has incompatible responsibilities without compensating controls.

Yes No N/A

Written financial policies and procedures are current and implemented

Verify the subrecipient maintains and follows documented financial procedures.

Yes No N/A

Procurement records show competition, cost analysis, and required approvals critical (required)

Review sampled procurements for competition, price reasonableness, and approval documentation.

Yes No N/A

Contractor or vendor oversight is documented

Confirm the subrecipient monitors contractors or vendors performing grant-funded work.

Yes No N/A

Programmatic Performance and Deliverables

Program outputs and outcomes are on track critical (required)

Assess whether the subrecipient is meeting approved performance targets and milestones.

Yes No N/A

Performance reports are accurate and supported

Verify reported service counts, deliverables, and narrative claims are supported by records.

Yes No N/A

Required deliverables have been submitted on time

Check whether reports, deliverables, and milestones were submitted by required deadlines.

Yes No N/A

Staffing, capacity, and service delivery risks identified

Document any staffing shortages, turnover, or operational issues affecting performance.

Yes No N/A

Compliance, Special Conditions, and Prior Findings

Special award conditions are being met critical (required)

Verify compliance with any special terms, restrictions, or heightened monitoring requirements.

Yes No N/A

Prior findings and corrective actions have been resolved

Confirm prior deficiencies were corrected and supporting evidence is available.

Yes No N/A

Required certifications, approvals, and disclosures are current

Check whether required compliance documents, certifications, or disclosures are current and complete.

Yes No N/A

Findings, Corrective Actions, and Sign-Off

Findings documented with severity and evidence critical (required)

Summarize each deficiency or non-conformance, including evidence reviewed and impact.

Corrective action plan assigned with owner and due date critical (required)

Document the corrective action, responsible party, and target completion date.

Inspector signature critical (required)

Inspector signs to confirm the monitoring review was completed.

Subrecipient representative acknowledgment

Subrecipient representative acknowledges receipt of the monitoring results.

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Run: Subrecipient Monitoring Site Visit Report

Visit Logistics and Scope

Financial Management and Expenditures

Internal Controls and Procurement

Programmatic Performance and Deliverables

Compliance, Special Conditions, and Prior Findings

Findings, Corrective Actions, and Sign-Off

Get your results