Research Administration Services (RAS) Invoicing Reference Manual. July 2013 V 1.0

Transcription

1 Research Administration Services (RAS) Invoicing Reference Manual July 2013 V 1.0

2 2 INVOICING REFERENCE MANUAL

3 CONTENTS Table of Contents INVOICING OVERVIEW... 5 PROCESS MAP JOB AIDS CHECKLIST REPORTING ON INVOICE MILESTONE CR_NON_LOC (COST REIMBURSABLE) RUNNING THE TRANSACTION DETAIL QUERY RUNNING THE SPP2242: SPONSORED PROJECTS DETAIL REPORT CONFIRMING F&A AND FRINGE RATES Project Activity SPP2242 Report Verifying F&A Rate on Project Correcting a F&A Rate Problem ConfirmingFringe Rate RUNNING A LABOR DISTRIBUTION REPORT REPORTING ON INVOICE MILESTONE SCHED_PAY_TASK UPDATING EVENTS FOR SCHED PAY BY TASK BILL PLAN PLACING AN AWARD ON HOLD Navigate to: Grants>Awards>Award Profile Update an Existing Comment (by creating an additional note) APPENDIX REFERENCE MATERIALS CALENDAR CONTRACT BILL PLAN TYPES Compass Financial Set-Up COMPASS TERMINOLOGY NIH ACRONYM LIST STEPS TO CREATE A PIVOT TABLE OCGA REVIEW PROCEDURES: INVOICING NVISION IMPROVEMENTS REFERENCE INVOICING REFERENCE MANUAL 3

4 CONTENTS 4 INVOICING REFERENCE MANUAL

5 Invoicing Overview INVOICING REFERENCE MANUAL 5

6 INVOICING OVERVIEW Learning Objectives As a result of participating in RAS Invoicing course, you will: Understand the role of the RAS Unit and OGCA in reconciling and invoicing accounts Know how to review the enoa in preparation for invoicing Know how to prepare accounts for invoicing for relevant contract types Know how to run, review, and analyze the following reports: Invoice Milestone: CR_Non_LOC SPP2242/Project Resource (Transaction Detail Query) Confirm F&A and Fringe Labor Distribution Invoice Milestone: Sched Pay Bill Plan Set Up Understand the Bill Plan Hold function and appropriate use Agenda Overview Process Review Roles and Responsibilities Communication: PI and OGCA Invoicing for Contract Types Cost Reimbursable (CR_Non_LOC) Sched Pay Bill Plan Hold 6 INVOICING REFERENCE MANUAL

7 INVOICING Compass: Prerequisite Training Recommendations Roles and Responsibilities RAS Review enoa, award terms and conditions, and agency guidelines. Ensure proper set up: Contract type Bill plan Invoice milestones F&A Review budget with PI Coordinate Expense allocation with PI Setup Payroll Distribution OGCA Run and generate invoices in Compass Sign and send invoice to sponsor Scan and upload invoice into Compass and I drive Update milestone Contact primary sponsor INVOICING REFERENCE MANUAL 7

8 INVOICING OVERVIEW RAS Responsibilities: Contract Types These are the contract types that require invoicing: CR_Non_Loc Hybrid (with a Cost Reimbursable Component) Scheduled Pay by Task Clinical Trials RAS Responsibilities: Cost Reimbursable Review the Checklist: 1) Run query to determine awards with invoices due 2) Run the SPP2242/Project Resource Report Review expenditures Remove erroneous charges 3) Confirm F&A and Fringe 4) Run the Labor Distribution Report 8 INVOICING REFERENCE MANUAL

9 INVOICING Contract Bill Plan Types CR_LOC Cost-Reimbursable Letter of Credit CR_NON_LOC AUTO SCHED PAY SCHED PAY Cost Reimbursable NON Letter of Credit Auto Scheduled Payment Scheduled Payment SCHED PAY TASK Scheduled Payments Task HYBRIDS Part FIXED fee and Part Cost Reimbursable CLINICAL TRIALS OTHER Used for all awards where the research purpose has been defined as Clinical Trial. This type represents all other contracts not identified as CR_LOC, CR_NON_LOC, SCHED-PAY, Hybrids, or Clinical Trials. RAS Responsibilities: Sched Pay by Task Review the Checklist: 1) Run query to determine which scheduled pay by task have a pending event this month. 2) Determine with PI if milestone has been met 3) If milestone has been met, change event from pending to ready in Compass 4) Notify OGCA INVOICING REFERENCE MANUAL 9

10 INVOICING OVERVIEW Bill Plan Hold During the course of an award, there may be situations where there is a need to suppress an invoice from being generated. Common reasons to put an award on hold: Award has ended NOA needed (Continuation or Modification needed) Award is fully expended Award terminated early Award relinquished to Sponsor Sponsor terminates award due to non-compliance NOTE: Enter comments as to the reason for the hold **SCHED PAY, AUTO SCHED PAY, OTHER, CLINICAL TRIALS AND HYBRIDS should not be placed on hold without approval due to Utilization. 10 INVOICING REFERENCE MANUAL

11 Process Map Click the link below to access the process map. 2010_PM_Invoicing_v9_ pdf (Command Line) INVOICING REFERENCE MANUAL 11

12 PROCESS MAPS (This page is intentionally blank.) 12 INVOICING REFERENCE MANUAL

13 Job Aids This chapter contains the following job aids: Job Aid Page # Checklist 14 Reporting on Invoice Milestone 16 CR_NON_LOC (Cost Reimbursable) Running the Transaction Detail Query 25 Running the SPP2242: Sponsored Projects Detail Report 27 Confirming F&A and Fringe Rates 34 Running a Labor Distribution Report 38 Reporting on Invoice Milestone 41 Sched_Pay_Task Updating Events for Sched Pay By Task Bill Plan 49 Placing an Award on Hold 50 INVOICING REFERENCE MANUAL 13

14 Checklist Initial Invoice Checklist- CHECKLIST A Initial first Invoice review Initial/first bill, be sure to carefully check basic format, Invoice type, need for supplemental data, otherrequirements for file setup and for invoices Correct dates to the award, no gaps in periods billed Correct billing periods per sponsor(monthly,quarterly,semi-annual) Correct invoice # -GMXXXXXX will print on invoice Correct mailing address Correct indirect cost rate Supplemental information/report Included Award number or other sponsor unique billing identifier Communicate with department in reference to Compliance Issues As needed, appropriate labels are attached showing contact information, rate changes being implemented, wire transfers Instructions. Note receipt dates for billing (5 days, 10 days, 15 days, 30 days, 45 days, 60 days) Copy of Invoice plus all supporting documentation should be 'placed in Operations Inbox for scan into I Drive Copy of Invoice and documentation submitted to sponsor should be uploadedinto Compass by accountant Mail or submit Invoice to Sponsor Compliance Review- Review award specific requirements Line items approved or need special authorization Rebudgeting flexibility limits met Line item cumulatives does not exceed rebudgeting guidelines General allowable cost and/or account coding Issues(e.g. stipends on research,dues, other CAS, clerical administrative,etc.) Watch for significant rebudgeting issues that may indicate a scope change Watch for specific restrictions on individual awards Watch for cost documents that must be attached as backup to the invoice Cost share to be documented and reported All costs incurred within the award period Second Invoice Check Review Check SECOND bill to make sure it is clean and cleared Check THIRD bill to make sure it is clean and cleared if second was not clean/cleared. Once clean can go out the door without review 14 INVOICING REFERENCE MANUAL

15 Final Invoice Checklist-CHECKLIST B "NOT FINAL INVOICE STAMP TO BE USED ON ALL DIRECT INVOICING" Final Invoice Review Reconcile to Project Resource(PivotTable) and SPP2242 cumulative Manually veri(y F&A calculations Journal has to be prepared to make needed correction Reconcile net current to prior invoice cumulative(pull prior invoice) Line item categories grouped correctly, consistent from billing to billing and sponsor format Total invoiced does not exceed amount awarded Exclude questionable amounts or categories if cannot be clarified in time for billing Continue to exclude questionable amounts or determine If ok to bill If final and not fully expensed-refer to department for additional costs tp be included If final and overspent-referto department for clarification on which charges to be removed or billed If final, check to see If additional closeout reports are required to be submitted with final invoice If final, carefully monitor receipt date for Invoice, follow-up with department andassociate Director(signature) if requests are not being returned in a timely manner If final, verify cumulative cost-share reported If positive cash or net credit, submit no bill unless it is a "final" and a refund check needed Associate Director to sign "Finals" Note receipt dates for billing (5 days, 10 days, 15 days, 30 days, 45 days,.60 days) Copy of Invoice plus all supporting documentation should be placed inoperations lnbox for scan into I Drive Copy of Invoice and documentation submitted to sponsor should be uploaded into Compass by accountant Mail or submit Invoice to Sponsor Compliance Review- Review Award Specific Requirements Line Items approved or need special auth6rization Rebudgeting flexibility limits met Line item cumulatives does not exceed rebudgeting guidelines General allowable cost and/or account coding issues(e.g. stipends on research,dues, other CAS, clerical administrative,etc.) Watch for significant rebudgeting Issues that may indicate a scope change Watch for specific restrictions on Individual awards Watch for cost documents that must be attached as backup to the invoice Cost share to be documented and reported All costs incurred within the award period Note: Immediately advise Associate Director if any suspension notices or questioned/disallowed costs correspondence is received from funding source or the payment received is not for the amount billed (See Coral Abel and submit a copy of the invoice fort he collection process) INVOICING REFERENCE MANUAL 15

16 Reporting on Invoice Milestone CR_NON_LOC (Cost Reimbursable) Invoice Milestone Reporting allows you to run reports (pdf or csv excel formats) on existing open or complete Invoice Milestone rows. The Invoice Milestone Tracking tool allows for several search parameters to assist in reporting on completed invoices and open invoices. Invoice Milestone Reports The reporting tool is in Compass Production in the Grants section. 1. Navigate to: Grants > Interactive Reports > Invoice Milestone Report Invoice Milestone reports require a Run Control ID to view the reporting options and run the report. 2. Enter a Run Control ID. (Note: There is no standard for naming the Run Control ID. The only rule is there can be no spaces in the run control ID.) 3. Click the Add button. 16 INVOICING REFERENCE MANUAL

17 Invoice Tracking Parameters The top section of the tracking tool determines the parameters to run the report. The parameters are based on Invoice Due Date Range and Invoice Status. Both parameters can be further filtered based on the detail reports types. The Invoice Due DT Range returns the invoices due for the selected date range. This is not the same thing as invoicing period. Remember the due date is usually 30 days after the end of the invoicing period. The report assists in managing your work load. The Invoice Status: parameters assist in the separation of reporting on invoice previously completed or open invoices to be completed. Choose between: All Invoices, Open Invoice Only or Closed Invoices Only. The report type will determine the parameter used. 4. Enter the From Date and Thru Date (in the example, 07/01/2012 and 07/05/2013, respectively) in the appropriate fields or Select the calendar symbol next to the date field to choose the date. 5. Select the button beside Open Invoices Only for the Invoice Status INVOICING REFERENCE MANUAL 17

18 Select Report Detail This section of the Tracking Report allows for filtering of the report based on several detail fields. Only one of the following detail fields can be chosen: Billing Specialist Contract Type Sponsor/ Agency Principal Investigator Department Due Dates 6. Select Report by Contract Type and the individual search field will open to further narrow the results. 7. Click the magnifying glass next to the Contract Type field and select CR_NON_LOC. 8. Click the Save button. 18 INVOICING REFERENCE MANUAL

19 Run the Report 9. Click the Run button to process the report. The Process Scheduler Request box opens. The Report format determines if the report will be shown in PDF or CSV (to be exported to Excel). INVOICING REFERENCE MANUAL 19

20 10. Select the dropdown menu under Format and select CSV. 11. Click the OK button. 20 INVOICING REFERENCE MANUAL

21 12. Click the Process Monitor hyperlink to view the progress of the job. 13. Click the Refresh button periodically until the Run Status is Success and the Distribution Status is Posted. 14. Click the Details hyperlink. INVOICING REFERENCE MANUAL 21

22 15. Click the View Log/Trace hyperlink to view the report 22 INVOICING REFERENCE MANUAL

23 16. Click the csv file eugminvc_ csv hyperlink. The CSV file opens in Excel. There are nineteen fields exported to Excel. The PDF report shows twelve fields. Excel gives you the flexibility to sort and filter your workload. Do NOT try to complete notes or manage your workload in Excel, use Compass to document notes, status of invoices and all data. There is no reason to create a separate shadow system. BILLING SPECIALIST CONTRACT SPONSOR CONTRACT TYPE BILL CYCLE BILL PLAN PI NAME DEPT INVOICE PD START DT INVOICE PD END DT DT INVOICED DUE DT INVOICE INVOICE AMT COMPLETE INVOICE FINAL IN PROCESS COMMENT NOTES INVOICING REFERENCE MANUAL 23

24 The pdf version of the Invoice Milestone Tracker Report shows limited data because of the page width restrictions. The reporting fields are the same regardless of the Report Detail filter criteria you choose. Summary of Invoice Milestone Reporting The Invoice Milestone Tracker Reporting Tools allows the operator to select complete, open or both completed and open invoices based on any range of invoice due dates. These options allow the operator to customize their report to assist in the management of their workload. 24 INVOICING REFERENCE MANUAL

25 Running the Transaction Detail Query The following query is used to analyze transactions and determine those that should be billed in a given period. EU_GM_PROJ_TRANS_BY_CONTRACT Lists transactions for ALL projects on an award. Sponsored Program project transactions with prompt by Contract and transaction date. Source table Project Resource. Primarily used by OGCA finance office. Source of Sponsor, Expenses invoiced. 1. Navigate to REPORTING TOOLS > QUERY > QUERY VIEWER to access the query 2. Enter the query name in the search box. 3. Click the Search button. The search results will list the query you need. By selecting Favorite, you can add this query to My Favorite Queries for quick access in the future. INVOICING REFERENCE MANUAL 25

26 4. Select Excel to run the query 5. Enter the required information. 1. Enter the contract number with leading zeros in the Contract (ENTER CONTRACT NUM) field 2. Enter 01/01/1901 in the From Acctg Date field 3. Enter T for Today in the To Acctg Date field 6. Select View Results 7. Select Open or Save from the File Download pop-up box. 26 INVOICING REFERENCE MANUAL

27 Running the SPP2242: Sponsored Projects Detail Report The Sponsored Projects Detail Report is an Excel based report accessed through the Compass Report Management System. It breaks the expenses down by account code and displays the budget variance. This report does include any encumbered amounts. 1. Navigate to : REPORTING TOOLS > PS/NVISION > DEFINE REPORT REQUEST 2. Enter your private report ID in the Report ID field. (Note: If you do not have a private Report ID, please see the job aid Creating A Private Report ) 3. Click the Search button. 4. Go to the Report Date Selection section. 1. Select the dropdown box next to As of Reporting Date and select Specify. (Note: The report can be run as of a specific date (Specify) or as of the current date (Today s Date).) 2. Enter the date in the field next to the calendar icon. INVOICING REFERENCE MANUAL 27

28 5. Go to the Output Options section. 1. Select the dropdown box next to Type and select Web. 2. Select the dropdown box next to Format and select Microsoft Excel Files (*.xls). 3. Click on the Scope and Delivery Template hyperlink INVOICING REFERENCE MANUAL

29 6. Enter a project or award number in the Report Scope field. (Note: For a project, begin the field with P: and include the leading zeros. For an award, begin the field with A: and do not include the leading zeros. In the example, the award has 3 projects, but only one ended 6/30/2013. So the report scope is P: followed by the project number with leading zeros.) 7. Click OK to accept the report scope. INVOICING REFERENCE MANUAL 29

30 8. Click the Save button. 9. Click the Run Report button. 10. Click the OK button on the Process Scheduler Request page. 30 INVOICING REFERENCE MANUAL

31 11. Click the Process Monitor hyperlink to see the status of the report. 12. Click Refresh periodically until the Run Status is Success and the Distribution Status is Posted. 13. Click the Go back to Report Request hyperlink. INVOICING REFERENCE MANUAL 31

32 14. Click the Report Manager hyperlink. 15. Click the NMJ hyperlink under Report. 32 INVOICING REFERENCE MANUAL

33 16. Click the NMJ xls hyperlink under File List to open the report in Excel. INVOICING REFERENCE MANUAL 33

34 Confirming F&A and Fringe Rates Facilities & Administrative (F & A) rates are used to recover costs spent on sponsored activities that cannot be directly attributed to a particular project. These are often called indirect costs. The Cost Studies group calculates, proposes, and negotiates F&A rates with the federal government (Department of Health and Human Services). This process is generally done on a four-year cycle at Emory.To view F&A rates, go to: Select Cost Studies>F&A from the menu options. The F&A and Fringe rates are determined and loaded for the project during the initial setup of the award in Compass. Before invoicing the sponsor, it is necessary to verify that the correct rates have been loaded and are calculating correctly. There are two methods to verify the F&A rate loaded in Compass for a project after an award has been generated is correct: Project Activity and the SPP2242 Report. Project Activity 1. Navigate togrants >Awards>Project Activity 2. Enter the project number in the project field. 3. Click the Searchbutton. 34 INVOICING REFERENCE MANUAL

35 4. Select the FA Rates tab. 5. In the Funded section, review the Funded Rate to confirm that it matches the rate funded in the agreement. (Note: Click View All to make sure you areviewing the correct rate.) INVOICING REFERENCE MANUAL 35

36 SPP2242 Report Run the SPP2242 report. The F&A rate islocated in the top-right portion of the report. Verifying F&A Rate on Project After confirming that the F&A rate is loaded correctly, verify that it is calculating properly on the appropriate direct cost expenditures posted to the award. For this example, the rate is 55.0% and has a Modified Total Direct Costs (MTDC) base according to the funded rate and base in the agreement. Perform the following steps to calculate F&A: Total Direct Costs $ XXXXXX Less: Exclusions - $ XXXXXX - Participant Support Costs - Student Aid Costs - Patient Care Costs - Hospital Costs - Capital Purchases - Construction Costs - Subcontracts > $25K - Lease Expense - Interest (Note: Interest is recorded on a grant as a credit therefore, it needs to be added back into the base) - Utilities = Modified Total Direct Costs (MTDC) $ XXXXXX F&A Rate = 55.0% F&A Costs = MTDC X 55.0% Total Costs Total Direct Costs + F&A Costs 36 INVOICING REFERENCE MANUAL

37 Correcting a F&A Rate Problem The calculated F&A Costs and Total Costs should match what has posted to Project Resource(which is the Compass expenditure report on which invoicing is based)and the SPP2242 report. If the loaded F&A rate is incorrect or F&A costs are not calculating or posting correctly, file an issue by submitting an to the OGCA Help Desk team address which is assigned by department. ConfirmingFringe Rate Fringe rates are developed by the Cost Studies group and are applicable to three categories of employees: Faculty/Staff/Postdoc, Residents, and Part-Time. For each of these categories, a federal and non-federal rate is developed.the federal rates are negotiated with the government in advance for a fiscal year.to view these rates, go to: Select Cost Studies>Fringe Benefitsfrom the menu options. The fringe rate is determined by the salary category of the employee and the Smartkey of the award type from which the employee is being paid by fiscal year. The Smartkey is comprised of the chartfield which identifies the award type by the fund code to be Federal (5100 or 5200) or Non-Federal (5300 or 5400). (Note: If an employee s salary is distributed over more than one fund type, the fringe will calculate for each fund type for that employee.) The fringe information resides in the HR/Payroll system and a screen is not available for viewing in the grants module to verify that the correct rate is being applied.alternatively, to confirm the fringe rate, use the Project Resource report to determine if fringe is calculating correctly. 1. Run the Project Resource Report for chosen award or project. 2. Identify the award type by the fund code. 3. Choose a transaction from the salary category. 4. Calculate the fringe amount based on the correct rate for the category and award type chosen. Fund Code 5200 (FY13) - $3, x 30.0% = $ Fund Code 5400 (FY13) - $ x 27.5% = $ In these examples, the amounts match the fringe posted to the project. The same calculationshould be performed for the other salary categories on the project to confirm fringe.(note: The Labor Distribution report can also be run to view salary and fringe charges and to perform the calculations.) If there are discrepancies in the calculations, contact HR/Payroll immediately. If you find that fringe is not calculating at the correct rate, please contact HR/Payroll immediately. INVOICING REFERENCE MANUAL 37

38 Running a Labor Distribution Report The Labor Distribution Report can be accessed from the Emory Finance 1. Go to: 2. Scroll down to Labor Distribution Reports under Finance Shortcuts. 3. Select Labor Distribution Reports. 4. Enter your User ID and Password. 38 INVOICING REFERENCE MANUAL

39 5. Select the Labor & Payroll tab. 6. Select Labor Disbribution PeopleSoft Department and Account Detail INVOICING REFERENCE MANUAL 39

40 7. Enter the appropriate search criteria. 1. Enter From and To dates or Click on the calendar icon next to the fields to select the dates. 2. Click the button beside Post Date. 3. Enter the Smartkey. 4. Select PDF or Excel from the Output dropdown menu Click the Submit button. 40 INVOICING REFERENCE MANUAL

41 Reporting on Invoice Milestone Sched_Pay_Task Invoice Milestone Reporting allows you to run reports (pdf or csv excel formats) on existing open or complete Invoice Milestone rows. The Invoice Milestone Tracking tool allows for several search parameters to assist in reporting on completed invoices and open invoices. Invoice Milestone Reports The reporting tool is in Compass Production in the Grants section. 1. Navigate to: Grants > Interactive Reports > Invoice Milestone Report Invoice Milestone reports require a Run Control ID to view the reporting options and run the report. 2. Enter a Run Control ID. (Note: There is no standard for naming the Run Control ID. The only rule is there can be no spaces in the run control ID.) 3. Click the Add button. Invoice Tracking Parameters The top section of the tracking tool determines the parameters to run the report. The parameters are based on Invoice Due Date Range and Invoice Status. Both parameters can be further filtered based on the detail reports types. The Invoice Due DT Range returns the invoices due for the selected date range. This is not the same thing as invoicing period. Remember the due date is usually 30 days after the end of the invoicing period. The report assists in managing your work load. INVOICING REFERENCE MANUAL 41

42 The Invoice Status: parameters assist in the separation of reporting on invoice previously completed or open invoices to be completed. Choose between: All Invoices, Open Invoice Only or Closed Invoices Only. The report type will determine the parameter used. 4. Enter the From Date and Thru Date (in the example, 07/01/2012 and 07/05/2013, respectively) in the appropriate fields or Select the calendar symbol next to the date field to choose the date. 5. Select the button beside Open Invoices Only for the Invoice Status Select Report Detail This section of the Tracking Report allows for filtering of the report based on several detail fields. Only one of the following detail fields can be chosen: Billing Specialist Contract Type Sponsor/ Agency Principal Investigator Department Due Dates 42 INVOICING REFERENCE MANUAL

43 6. Select Report by Contract Type and the individual search field will open to further narrow the results. 7. Click the magnifying glass next to the Contract Type field and select SCHED_PAY_TASK. 8. Click the Save button. INVOICING REFERENCE MANUAL 43

44 Run the Report 9. Click the Run button to process the report. The Process Scheduler Request box opens. The Report format determines if the report will be shown in PDF or CSV (to be exported to Excel). 44 INVOICING REFERENCE MANUAL

45 10. Select the dropdown menu under Format and select CSV. 11. Click the OK button. 12. Click the Process Monitor hyperlink to view the progress of the job. INVOICING REFERENCE MANUAL 45

46 13. Click the Refresh button periodically until the Run Status is Success and the Distribution Status is Posted. 14. Click the Details hyperlink. 15. Click the View Log/Trace hyperlink to view the report 46 INVOICING REFERENCE MANUAL

47 16. Click the csv file eugminvc_ csv hyperlink. The CSV file opens in Excel. There are nineteen fields exported to Excel. The PDF report shows twelve fields. Excel gives you the flexibility to sort and filter your workload. Do NOT try to complete notes or manage your workload in Excel, use Compass to document notes, status of invoices and all data. There is no reason to create a separate shadow system. BILLING SPECIALIST CONTRACT SPONSOR CONTRACT TYPE BILL CYCLE BILL PLAN PI NAME DEPT INVOICE PD START DT INVOICE PD END DT DT INVOICED DUE DT INVOICE INVOICE AMT COMPLETE INVOICE FINAL IN PROCESS COMMENT NOTES INVOICING REFERENCE MANUAL 47

48 The pdf version of the Invoice Milestone Tracker Report shows limited data because of the page width restrictions. The reporting fields are the same regardless of the Report Detail filter criteria you choose. Summary of Invoice Milestone Reporting The Invoice Milestone Tracker Reporting Tools allows the operator to select complete, open or both completed and open invoices based on any range of invoice due dates. These options allow the operator to customize their report to assist in the management of their workload. 48 INVOICING REFERENCE MANUAL

49 Updating Events for Sched Pay By Task Bill Plan 1. Navigate to Grants>Awards>Award Profile. (Note: Business Unit GRANT should pre-populate.) 2. Enter Award ID. 3. Click thesearchbutton or Press ENTER 4. Click View Contract hyperlink. 5. Select the Billing Plans hyperlink. 6. Click on the Bill Plan hyperlink for the Event being invoiced. (Note: There may be more than one Bill Plan.) 7. Click on the EVENTS tab. 8. In the Event Detail section, click on the Event Status dropdown menu for the Event being invoiced. Select READY option. 9. Select the Ready option. 10. Change the Event Date to the current date. (Note: Only change the date if the PI has confirmed that the deliverable has been met.) 11. Click the SAVE button. INVOICING REFERENCE MANUAL 49

50 Placing an Award on Hold During the course of an award, there may be situations where there is a need to suppress an invoice from being generated. Below are some common reasons to put an award on hold: 1. Award has ended 2. NOA needed (Continuation or Modification needed) 3. Award is fully expended 4. Award terminated early 5. Award relinquished to Sponsor 6. Sponsor terminates award due to non-compliance When an award is placed on hold, comments must be entered as to the reason for the hold. Note: SCHED PAY, AUTO SCHED PAY, OTHER, CLINICAL TRIALS AND HYBRIDS should not be placed on hold without AD approval due to Utilization. Navigate to: Grants>Awards>Award Profile 1. Enter the contract/award number. 50 INVOICING REFERENCE MANUAL

51 2. Select the View Contract 3. Select Billing Plans INVOICING REFERENCE MANUAL 51

52 4. Select the bill plan B Select the box next to Hold and a check mark will appear. The current date will autopopulate. 52 INVOICING REFERENCE MANUAL

53 6. Select Internal Notes to enter comments. 7. Select Add a New Value tab. INVOICING REFERENCE MANUAL 53

54 8. Select Add. 9. Under *Component:, Select Billing Plan from the drop-down box. 54 INVOICING REFERENCE MANUAL

55 10. Under Classification:, Choose Custom from the drop-down box. 11. Use the magnifying glass under Billing Plan and select the bill plan B101. INVOICING REFERENCE MANUAL 55

56 12. Enter your comments in the Text box and click Save when done. The entry will be User, Date and Time stamped when saved. 56 INVOICING REFERENCE MANUAL

57 Update an Existing Comment (by creating an additional note) When attempting to add a new comment to an award, the message below may appear: This means that the award already has a comment that can be updated. 1. Select the contract number under Search Results. INVOICING REFERENCE MANUAL 57

58 2. For purposes of an audit trial, DO NOT DELETE the existing comment. Select the + sign to add a note. 3. A new screen will appear to add notes. Notice that this is 2 of 2. a. Make the selections for Component, Classification, and Billing Plan b. Enter the appropriate comments in the Text box. c. Click Save. The entry will be user, date and time stamped. 58 INVOICING REFERENCE MANUAL

59 Appendix Reference Materials This appendix contains topics and documents listed below. Those items highlighted are provided and attached as pdf documents. Appendix Page # Calendar 60 Compass Terminology 65 Contract Bill Plan Types 62 NIH Acronym List 66 Steps to Create a Pivot Table 67 OCGA Review Procedures: Invoicing 68 nvision Improvements Reference 69 INVOICING REFERENCE MANUAL 59

60 APPENDIX B Calendar OGCA Batch Invoicing Calendar FY 2014 September 2013 October 2013 November 2013 FY 2014 Batch Invoicing Dates S M T W T F S S M T W T F S S M T W T F S Tuesday, Sepember 24, Friday, October 25, Thursday, November 21, Friday, December 20, Monday, January 27, Monday, February 24, 2014 Tuesday, March 25, 2014 Thursday, April 24, 2014 December 2013 Jaunary 2014 February 2014 Friday, May 23, 2014 S M T W T F S S M T W T F S S M T W T F S Tuesday, June 24, Friday, July 25, Monday, August 25, INVOICING REFERENCE MANUAL 60

61 APPENDIX B March 2014 April 2014 May 2014 Holidays S M T W T F S S M T W T F S S M T W T F S 9/2/2013 Labor Day /28/ /29/2013 Thanksgiving /24/ /25/2013 Christmas /31/2013 New Years Eve /1/2014 New Years Day /31/2014 MLK day /26/2014 Memorial Day 7/4/2014 Independence Day June 2014 July 2014 August 2014 S M T W T F S S M T W T F S S M T W T F S INVOICING REFERENCE MANUAL 61

62 APPENDIX B Contract Bill Plan Types Compass Financial Set-Up Financial Set ups are based on Contract Types. We need to understand the method the sponsor will pay us as well as how frequently they will pay us. Before you can do any financial set ups you must determine contract type and frequency. The Terms and Conditions of the award explain all payment terms. Some sponsors pay us based on: 1. Cost Incurred Payment to Emory is based on expenses have been incurred during the invoice period. These require an invoice based on category or they can be Letter of Credit (LOC) in which case we can draw down the funds directly from the bank without submission of an invoice to the sponsor. 2. Scheduled Payment Payment to Emory is based on a predetermined schedule or completion of task and a predetermined amount. There are different types of scheduled payments and some require an invoice and some do not. Frequency: How often can we invoice or how often will they be sending us payment?knowing the frequency and contract type helps determine the billing cycle % in Advance 2. Monthly 3. Quarterly 4. Semi-Annually 5. Annually 6. Scheduled dates INVOICING REFERENCE MANUAL 62

63 APPENDIX COMPASS CONTRACTS TYPES 09/12/11 Internal Use Only CR_LOC Cost-Reimbursable Letter of Credit This contract type is for those projects that require Emory to incur its cost before being reimbursed. In this type Emory is required to use a letter of credit mechanism to draw down any funds due. CR_NON_LOC AUTO SCHED PAY SCHED PAY SCHED PAY TASK Emory is also required to report its activity, usually on a quarterly basis, reconciling the drawdowns to the financial reports. This type is billed/invoiced weekly by the LOC Team. Cost Reimbursable NON Letter of Credit This contact type is for those projects that require Emory to incur its cost before invoicing for reimbursement. Emory is required to send the Sponsor a bill/invoice. Emory will need to itemize expenses on each invoice or accompany the invoice with a detailed financial accounting that supports the invoice. Auto Scheduled Payment This type includes those situations where the Sponsor will pay Emory periodically throughout the award (monthly, quarterly, semi-annual), where an invoice on Emory s part is NOT required. Many of these projects are Foundations and Corporations. Many of the Sponsors may require some form of financial reporting either during and/or at the end of the award; HOWEVER the payments are independent of the financial reporting. Sponsors who make payment in full (Advance Payment) are also included under this type. Scheduled Payment This type includes those situations where the Sponsor REQUIRES Emory to invoice periodically (monthly, quarterly, semi-annual, fixed fees). Many of these projects are Foundations and Corporations. Many of the Sponsors may require some form of financial reporting either during and/or at the end of the award. Detailed/itemized expenditures are not required by the Sponsor. Included in this Type are IPA billings and some State of Georgia Awards where the payment is based on milestones/events/progress reports. Scheduled Payments Task Awards where the payments are based on completions of deliverables to the sponsor detailed on the invoices. These Events have estimated dates and are set to Pending. Direct communication with the Research Team is necessary to complete invoice. Examples of the types of tasks can be, but are not limited to: Completion of manuscript Successful completion of six training sessions Results of 6 data records completed INVOICING REFERENCE MANUAL 63

64 APPENDIX Receiving a certain amount of samples HYBRIDS (In revision) CLINICAL TRIALS OTHER Part FIXED fee and Part Cost Reimbursable This type includes those situations where the Sponsor REQUIRES Emory to invoice part Fixed Fees and part cost-reimbursable. There should be two projects set up for the award one for the fixed portion and is invoiced based on the specific milestone/task prescribed in the contract and one for the cost-reimbursable portion based on the items to be billed at cost. This type should be used for all awards where the research purpose has been defined as Clinical Trial. Normally, reimbursement is based on a per Patient cost scheduled (lab testing, x-ray, pharmacy fees, etc.). Departments normally are responsible for invoicing the sponsor. The OGCA cash management team will create the Compass invoice, adjust the budget and apply payment. This type represents all other contracts not identified as CR_LOC, CR_NON_LOC, SCHED- PAY, Hybrids, or Clinical Trials. 64 INVOICING REFERENCE MANUAL

65 APPENDIX Compass Terminology Click the icon below to access the Compass Terminology document. Compass Terms.pdf (Command Line) INVOICING REFERENCE MANUAL 65

66 APPENDIX NIH Acronym List Click the icon below to access the NIH Acronym List. NIH Acronym List.pdf (Command Line) 66 INVOICING REFERENCE MANUAL

67 APPENDIX Steps to Create a Pivot Table Click the icon below to access the Steps to Create a Pivot Table document. Job Aid- Steps to Create a Pivot Table.pdf INVOICING REFERENCE MANUAL 67

68 APPENDIX OCGA Review Procedures: Invoicing Click the icon below to access the OCGA Review Procedures: Invoicing document. OGCA Review Procedures- Invoicing.pdf (Command Line) 68 INVOICING REFERENCE MANUAL

69 APPENDIX nvision Improvements Reference Click the icon below to access the nvision Improvements Reference document. nvision Improvements Reference_Final.pdf (Command Line) INVOICING REFERENCE MANUAL 69

70 APPENDIX 70 INVOICING REFERENCE MANUAL