Subrecipient Invoice Receipt

1
Subrecipient Invoice Receipt Processing

• Brown Bag Luncheon Series
• November 16, 2009

2
Introduction of Panel
3
Todays Agenda

• GCFAs View/Role of Subaward Payment Process
• Schools Role in Central Receipt
• Department Business Office and Principal
  Investigator Roles
• Accounts Payables Role in Validations, Payments
  and Invoicing Holds
• QA

4
Todays Objectives

• What you will take away from todays
  presentation
• A new method for receipt and processing of
  subaward invoices
• An understanding of the Subaward Management
  System and the A/P Holdlist
• A Toolkit available to Department Administrators
• Checklist
• Email Template

5
GCFAs View/Role of the Subaward Payment Process

• What we have heard.
• Many invoices are lost!!
• We sent it to GCFA- Where is my invoice? Why
  isnt it paid?
• Departments dont know when invoices are on
  hold. How are we supposed to know or provide
  information to get the invoice paid?
• Subrecipients are calling looking for payments.
• We entered all the information why are the
  invoices now on hold?
• How can this process be improved?

6
GCFAs View/Role of the Subaward Payment Process

• What We Know!!
• To date we have 985 active subawards 85 Central
  Campus and 900 YSM.
• Approximately 100 invoices per month fail the
  approval/validation processes and are placed on
  hold. Common reasons for invoices being placed
  on hold
• No amendment/invalid subaward 37
• No P.I. and /or Department Business Office
  Signature 2
• Not enough funding available 12
• No subcontract number or incorrect subcontract
  number 6
• The subrecipient invoicing process is a complex
  task that includes the teamwork of many offices.
• A more streamlined process for receipt and
  payment is needed!
• Need to reduce invoice processing time so
  subrecipients receive their payments sooner!

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Schools Role in Central Receipt of Subrecipient
Invoices

• To simplify the receipt of subaward invoices
  there will be two central locations for
  subrecipients to send their invoices
• YSM (School of Medicine) invoices
• Research Compliance Coordinator
• 47 College St., Suite 216
•     P O Box 208092
•      New Haven, CT  06520-8092
• Central Campus (all non-Medical School) invoices
• Research Compliance Coordinator
• 260 Whitney Avenue
• P O Box 208108
• New Haven, CT 06520-8108
• Note All new outgoing subaward documents will
  have the new remittance address reflected in the
  subaward template. For existing subawards, a
  notification will be sent to the subrecipient
  regarding the of address change.

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Schools Role in Central Receipt of Subrecipient
Invoices

• Upon receipt of subrecipient invoices in either
  YSM Financial Operations or the Shared Science
  Service Branch (non-Medical School invoices),
  Coordinators from both areas will provide the
  following information
• Identify Department Organization
• Identify Sub K
• Identify Award
• Identify Sub K expense type
• Once the above items are identified, the invoices
  will be scanned and forwarded to the department
  for review and approval.

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Department Business Office and Principal
Investigator Roles

• The PI or designee is required to sign each
  invoice
• The PI or designee signature acknowledges review
  of technical progress reports and/or satisfactory
  performance by the subrecipient
• Note If a PI designates signing authority, the
  designee must have knowledge of the projects
  technical progress.

10
Department Business Office and Principal
Investigator Roles (cont.)

• The Departmental Business Office Reviewer must
  ensure that all subaward invoices include the
  following information
• Name of subrecipient
• Date of invoice
• Invoice number
• Period of performance covered by invoice
• Description of services described
• Current period costs, including cost sharing
• Cumulative project costs, including cost sharing,
  as compared to the project budget
• Subrecipient contact person
• Certification on each invoice as to the truth and
  accuracy of the invoice
• Once the invoice is reviewed by the business
  office representative, s/he must sign the invoice
  and forward an electronic copy attached to
  Accounts Payable via the Subaward Payment Form
  email template.

11
Department Checklist

• To aid departments in reviewing invoices, we
  have created an optional checklist that can be
  accessed by going to the Toolkit at
• http//www.yale.edu/grants/

12
Department Business Office and Principal
Investigator Roles (cont.)

• Invoice Submission to Accounts Payable
• In an effort to simplify payments and have
  invoices pass validation, an email template has
  been created to ensure accuracy and
  standardization. The new form must accompany all
  invoices when submitted to A/P
• This template holds all the required information
  needed for A/P to enter invoices into their
  system and to greatly reduce the validation
  failure rate
• After subcontract invoices are reviewed and
  approved, do the following
• Scan the invoice
• Open the Subaward Payment Form email template
  which can be found at FILL IN and fill in the
  required information
• Attach the approved invoice to the email and send
  it directly to A/P at
• subawards.invoicing_at_yale.edu
• Maintain the original in your records

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E-Mail Template
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Wired Payments to International Subrecipients

• When wiring payments to international
  subrecipients, the invoice must be accompanied by
  Wire Transfer and IRS W-8 BEN forms
• Wire Transfer forms can be accessed at
• http//business.yale.edu/ppdev/forms.jsp -
  Accounts Payable
• IRS W-8 BEN information can be found at
• http//www.yale.edu/tax/int/documents/IIFInstruct
  ions.doc
• Melissa Wheaton in A/P is the contact person for
  International wire transfers. melissa.wheaton_at_yal
  e.edu

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Accounts Payables role in Validations, Payments
and Invoicing Holds

• Receipt of Invoices in Accounts Payable
• Invoices received at subawards.invoicing_at_yale.ed
  u
• Invoices are forwarded to the Data Entry service
  the same day of receipt
• The Data Entry service scans the invoices and
  enters a zero dollar amount for each invoice
• Invoices are available to view by Yale A/P staff
  within 2-3 business days at which point A/P
  enters all the information
  
  from the Subaward
  Payment Form email template into the A/P system

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Accounts Payables Role in Validations, Payments
and Invoicing Holds (cont.)

• Accounts Payable Validation Process
• A/Ps system will validate each invoice based on
  the following criteria
• Valid Charging instructions PTAEO
• Valid Sub K number
• Signature of Principal Investigator (PI)
• Signature of Authorizer
• Service Dates

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Subcontract Management System (SMS) Validations

• Apart from standard A/P validations, subcontract
  invoices are also validated against various
  segments of the (SMS) system.
• The validations are against the following
• The Subcontract number
• The Vendor name
• The Vendor site code
• The effective dates of the subcontract
• The Subcontract status
• Subcontract funding limit

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Questions and Answers