Invoicing

• Negotiate billing, payment, and reporting terms and conditions
• Review project expenditures to ensure costs are reasonable, necessary, allocable, allowable, and consistent with the terms of the agreement
• Generate cost share reports for PI certification
• Prepare and submit billings (including letter of credit draws and invoices) and financial reports
• Respond to sponsor requests for invoice backup documentation and other expense detail
• Identify and apply sponsored project payments
• Monitor and conduct follow-up on delinquent payments; involve the department and PI in elevated follow-up attempts
• Process refunds of any unexpended balance of payment per the award terms and conditions

• Work with their department to initiate all hiring and payroll paperwork and all other grant purchases
• Submit technical reports, progress reports, and other deliverables in accordance with award terms and conditions
• Confirm SPA of any milestone or progress status tied to payment
• Review budget reports frequently to ensure costs are reasonable, necessary, allocable, appropriate, and consistent with the terms of the agreement. Contact the Grants and Contracts Associate immediately of any issues or concerns.
• Assist with timely review and certification of time and effort reports
• Help SPA with elevated accounts receivable issues and when payment issues relate to technical aspects of a project
• Work with department staff to assist them in finalizing project costs in PeopleSoft to meet final invoice and project closeout deadlines

• Manage and review project expenditures to ensure project costs are reasonable, necessary, allocable, allowable, and consistent with the terms of the agreement; process necessary cost transfers in a timely manner
• Work with SPA to provide invoice backup documentation and other billing and financial reporting detail, as needed; departmental assistance may be required when the sponsor requires extensive documentation or information unavailable to SPA
• Assist SPA with elevated accounts receivable issues and when payment issues relate to technical aspects of a project
• Work with the PI to finalize project costs in PeopleSoft to meet final invoice and project closeout deadlines
• Assume responsibility for all expenses not reimbursed by the sponsor and move any unallowable and/or unpaid costs to a non-sponsored institutional cost center

The award document describes the billing and financial reporting terms for the award. Expenditures-to-date, periodic payments, project milestones, or other terms may serve as the basis for billing and payments.

SPA manages the following payment terms:

• Cost Reimbursable Payment Schedule: Periodic billings for costs incurred. Cost reimbursement billings are based on actual costs posted to the PeopleSoft FMS grant account for the specified billing period.
• Fixed Payment Schedule: Set payment amounts which may be tied to deliverables or milestones or specified dates.

Expenditures must be timely and accurately reflected in PeopleSoft FMS to support sponsor billings and financial reports. Billing for most awards happens monthly based on expenditures posted to date to the PeopleSoft FMS grant account. For many federal awards, cash is "drawn" in from the U.S. Treasury. Billings and financial reports may also include cost share data when required as a condition of the award.  

Award terms and conditions may specify a due date for the final invoice and/or financial report. Sponsors may refuse to pay costs for late submissions or expenses not included on the final invoice or financial report.

SPA will advise departments and PIs and initiate any elevated action related to payment issues, such as stop work orders or formal collection activity.

The university must not draw funds from the U.S. Treasury in excess of immediate needs or in excess of the limits for any award. As such, project expenses must post to the grant cost center before SPA requests reimbursement from the Federal Government.

The university must not draw funds from the U.S. Treasury in excess of immediate needs or in excess of the limits for Most federal awards are letter of credit type awards. This means that the university receives payment from many federal agencies via drawdowns. There is no physical bill or invoice involved. 

SPA Post Award routinely conducts Federal Letter of Credit (LOC) drawdowns and other web-based draws to cover expenses that have posted to the PeopleSoft FMS grant account.