Brown Bag Luncheon Series November 16 2009 SLIDE 1 Introduction of Panel Topic Presenter Email Telephone Introduction Tracy Walters tracywaltersyaleedu 4328455 Todays Agenda ID: 798965
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Slide1
Subrecipient Invoice Receipt & Processing
Brown Bag Luncheon SeriesNovember 16, 2009
Slide2SLIDE 1
Introduction of Panel
Topic
Presenter
Email
Telephone
Introduction
Tracy Walters
tracy.walters@yale.edu
432-8455
Today’s Agenda
Nancy Kendrick
nancy.kendrick@yale.edu
432-3066
Today’s Objective
Nancy Kendrick
nancy.kendrick@yale.edu
432-3066
GCFA’s View/Role of the Subaward Payment Process
Nancy Kendrick
nancy.kendrick@yale.edu
432-3066
School’s Role in Central Receipt of Subrecipient Invoices
Mark Prendergast
Dawn Finaldi
mark.prendergast@yale.edu
dawn.finaldi@yale.edu
785-6593
432-8567
Department Business Office and Principal Investigator Roles
Dennis Titley
dennis.titley@yale.edu
432-3074
Accounts Payable’s Role: Receipt and Validations
James Muhammad
Dennis Titley
james.muhammad@yale.edu
dennis.titley@yale.edu
432-3877
432-3074
Questions and Answers
All Panel Members
Slide3SLIDE 2
Today’s Agenda:
GCFA’s View/Role of Subaward Payment Process
School’s Role in Central Receipt
Department Business Office and Principal Investigator Roles
Accounts Payable’s Role in Validations, Payments and Invoicing Holds
Q&A
Slide4SLIDE 3
Today’s Objectives:
What you will take away from today’s 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
Slide5SLIDE 4
GCFA’s 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 isn’t it paid?”
“Departments don’t 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?
Slide6SLIDE 5
GCFA’s 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!
Slide7SLIDE 6
School’s 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.
Slide8SLIDE 7
School’s 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.
Slide9SLIDE 8
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.
Slide10SLIDE 9
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.
Slide11Department 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/
Slide12SLIDE 11
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@yale.edu
Maintain the original in your records
E-Mail Template
Slide14Wired 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/IIFInstructions.doc
Melissa Wheaton in A/P is the contact person for International wire transfers.
melissa.wheaton@yale.edu
SLIDE 14
Accounts Payable’s role in Validations, Payments and Invoicing Holds
Receipt of Invoices in Accounts Payable
Invoices received at
subawards.invoicing@yale.edu
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 Payable’s Role in Validations, Payments and Invoicing Holds (cont.)
Accounts Payable Validation Process
A/P’s 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
Slide17Subcontract 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
Slide18Questions and Answers