Invoice Processing for Awards

Background

1. Scheduled payments are sent based on a predetermined schedule - an invoice may or may not be required by the sponsor. When the award document establishes a schedule for invoicing a set dollar amount, GCA will automatically send out invoices for payment and the P.I. or department does not need to notify GCA. However, the sponsor may require timely submittal of progress reports, technical reports, financial reports, or others, before making payments.
    
2. Milestone payments are sent based on an invoice sent by GCA and upon department meeting a requirement of the award (completion of a deliverable, task, or milestone). When a deliverable, task, or milestone is complete, the P.I. or department must notify GCA so they can prepare an invoice. GCA should also be notified if deliverable schedule is delayed.

• GCA receives an eFA and set it up in the invoicing system (JDE) with either an auto invoicing or a manual invoicing status.
• Budgets set up with auto invoicing status will have an invoice generated automatically after month-end according to the frequency set by the award terms and conditions. Budgets with manual invoicing status are due to sponsor special requirements, and will be prepared manually.
• GCA prepares the final invoice based on the Final Action Date on the NOE (Notice of Expiration).
• Once a final payment is received, GCA will proceed with the award closeout process. See Closing process for more details.

1. Check the award for information about documentation required by the sponsor, such as:
   • progress or technical reports
   • travel documentation
   • invoices from vendors for equipment that was purchased
   • detailed personnel information

   Send the required documentation either directly according to the timeline and instructions in the award. Delays in providing such documentation to GCA or the sponsor may have severe consequences: such as late payments, deficits, and non-payment from the sponsor because terms of the agreement were not met.
    

2. If the award payments are contingent upon completion of a deliverable or task, notify GCA upon completion so that an invoice can be prepared. If the award documentation does not specify the amount to invoice for the deliverable or task, the amount to bill must be indicated when GCA is notified.
    
3. Reconcile BARs / BSRs monthly to ensure expenditures are correct, accurate, and allowable.
    
4. Report cost sharing information, as required in your agreement. Submit cost-share information to the following offices:
   for Faculty Effort Certification (FEC), submit to Management Accounting & Analysis, Box 35124
   for all other (contract services, travel supplies & materials, equipment, etc), submit to GCA, Box 351122
   Failure to submit cost-share information will result in delayed invoices and possible late and non-payments for invoices.
    
5. GCA sends NOE letters to department administrators on the 10th of each month for budgets expiring in the following month. Review the Final Action Date noted on the NOE and take appropriate action to ensure final expenditures are posted by the Final Action Date. Follow the detailed instructions in the Closing Process document.

   Note: Late submittal of the final invoice resulting in sponsor refusal to pay will lead to a deficit for which the PI is responsible. For more information regarding fiscal responsibility, refer to GIM 2.

References/Regulations

• Find the Team handling your GCA Accounts Receivable {insert link to schools table}
• Responding to the Notice of Expiration Letter (NOE) {insert link}
• Using UW Online Systems {insert link}
• GCA Report of Expenditures {insert link}
• GCA GrantTracker