Table of Contents 1 Overview 2 ARPAEs Responsibilities Review all incurred costs for Reasonableness Allowability and Allocability Be available to answer questions and communicate with Performers ID: 776301
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Slide1
Helping You Navigate
ARPA-E’s Invoice Process
Slide2Table of Contents
1
Slide3Overview
2
ARPA-E’s Responsibilities
Review all incurred costs for: Reasonableness, Allowability, and AllocabilityBe available to answer questions and communicate with PerformersMaintain accountability for the expenditure of public fundsEnsure that claimed amounts are used to meet project objectives and goalsExplain problems or discrepancies with invoice submissionsApprove the reimbursement for allowable costs within 30 days
Performer’s Responsibilities
Submit invoices for incurred costs related to the project SOPO, within the award period of performance, and in accordance with the applicable federal regulations
Submit the necessary supporting documentation to allow ARPA-E to determine: Reasonableness,
Allowability
, and
A
llocability
of invoiced costs
Submit an invoice that is mathematically correct
Respond to questions from ARPA-E within the timeframe provided
Slide4Background Overview of Cost Terms
3
Financial Assistance Awards
Cost Terminology
Slide5Financial assistance awards
4
GrantTransfers of a thing of value from a federal agency to a recipient to carry out a public purpose without substantial involvement by ARPA-E.
Cooperative AgreementTransfers of a thing of value from a federal agency to a recipient to carry out a public purpose with substantial involvement by ARPA-E.
Substantial Involvement
Refers to the degree of ARPA-E participation in project decision making, including stage-gate approvals at various times in the project.
Slide6Cost terminology
5
Costs that, in its nature and amount, does not exceed that which would be incurred by a prudent person in the conduct of competitive business.
Reasonable Costs
Costs that are assignable to the Federal award or other cost objectives in accordance with relative benefits received.
Allocable Costs
Must be necessary and reasonable for performance
Must be allocable per the cost principlesMust conform to any limitations identified in the award or cost principlesMust be consistent with the Recipient’s practiceMust be afforded consistent treatmentMust be determined in accordance with GAAPMust be adequately documented
Allowable Costs
Those charges to a Federal award that are determined to be unallowable in accordance with applicable Federal statues, regulations, or the terms of the Federal award.
Disallowed Costs
Unsupported Costs
Any cost that lacks sufficient documentation to enable a definitive conclusion
Cost Share
Percentage
of the total allowable project costs to be provided by the Prime Recipient
.
Slide7ARPA-E’s Invoicing Approach
Invoices are Linked to Project ObjectivesInvoice Review Approach
6
Slide8Invoicing is linked to project objectives
Invoices provide additional understanding of a project’s financial performance in relation to task/milestone/deliverable status
7
Slide9ARPA-E’s Invoice Review Approach
8
The invoice form (SF-270) states, “I certify that to the best of my knowledge and belief the data on the
reverse are correct and that all outlays were made in accordance with grant conditions or other agreement and that payment is due and has not been previously requested.” Invoice submissions are subject to the terms of the False Claims Act (FCA). Performers in violation of the FCA may be subject to criminal and civil penalties.
Slide10Preparing an ARPA-E Invoice
9
Invoice 30-day
T
imeline
Actions ARPA-E will Take on an Invoice
Preparing an Invoice Submission
Supporting Documentation
Helpful Invoice Preparation Hints
Slide11Invoice 30-day timeline
ARPA-E will work to meet this notional timeline; we ask Performer teams to partner with us to achieve it.
10
Slide12Actions ARPA-E will take on invoices
11
Slide13Preparing an invoice submission
SF-270 federal and cost share amounts
must tie to the invoice supporting documents submitted. If they do not, ARPA-E may reject the invoice.
12
Slide14Supporting documentation
Sign
AND
date
before submitting the SF-270 to VIPERS and ARPA-E
13
Performers are
required to submit a signed SF-270 which can be found at the following link: https://www.sba.gov/sites/default/files/files/sf270(6).pdf
Make sure the amount requested on the SF-270 matches the amount requested in
VIPERS
AND
the supporting documentation
submitted
…or the invoice will be rejected
Slide15Supporting documentation (continued)
14
Additional information can be found in Attachment 1 of the Cooperative Agreement.
Travel:
An expense report/ summary that indicates the business purpose
and itinerary for each trip and receipts for all travel expenses over $75
Other Direct Costs:
Receipts/invoices
for all large dollar ODCs and documentation to justify any business meal expenses
Technology Transfer and Outreach: Supporting documentation broken out by Personnel, Travel, Supplies, Equipment, Contractual, and ODCs using the same criteria as above
Slide16Helpful invoice preparation hints
15
Slide17Helpful invoice preparation hints (continued)
16
Examples of travel-related expenses disallowed by ARPA-E
Slide18Helpful invoice preparation hints (continued)
17
Other
costs that ARPA-E has disallowed and
may
not
be claimed
Slide19Contacts and Information Links
18
Tracking Invoices
Staff Who Can Help
Key Contacts
Guideline Links
Slide20How do I track my invoice?
19
Click on
Electronic Invoice Instructions (overview) to see how to submit an invoice in VIPERS
Click:
Click on
Electronic
Invoice Instruction
(detailed)
for detailed instructions
Slide21Staff who can help
20
Works
to inform, connect, and advocate in support of the commercial success of
projects
once
a
Project Team
has identified a
commercialization strategy
Slide22Key contacts
ARPA-E Procurement Director and Contracting Officer (CO)Bart Bridwell E-mail: Bart.Bridwell@hq.doe.gov Phone: 202-287-1015 ARPA-E Associate Director for FinanceHai DuongE-mail: Hai.Duong@hq.doe.govPhone: 202-287-6583ARPA-E Contracting general e-mail: ARPA-E-CO@hq.doe.gov
21
If questions arise, please direct them to the ARPA-E support team
before submitting
an invoice.
Slide23Guideline links
22
Award TypeFederal Regulation/GuidanceLinksGrants and Cooperative Agreements for “For-Profit Companies”Federal Acquisition Regulations (FAR) Part 31.2 http://www.acquisition.gov/Far/ Grants and Cooperative Agreements with Non-Profit Organizations1, Educational Institutions2, and other Governmental units32 C.F.R. § 200, Subpart E http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl
FAQs : https://arpa-e.energy.gov/?q=faq/general-questions
For Grants
and Cooperative Agreements with Non-Profit
Organizations (
Does not apply to colleges and
universities) made prior to 26-Dec-2014
,
please refer to 2 CFR
Part 230
(formerly
OMB Circular A-122)
http://
www.gpo.gov/fdsys/granule/CFR-2012-title2-vol1/CFR-2012-title2-vol1-part230/content-detail.html
For Grants and Cooperative Agreements with
Educational Institutions
made prior to 26-Dec-2014,
please refer to 2 CFR Part 220 (formerly OMB Circular A-21)
http://
www.gpo.gov/fdsys/granule/CFR-2012-title2-vol1/CFR-2012-title2-vol1-part220/content-detail.html
For Grants and Cooperative Agreements with State and Local Governments made prior to 26-Dec-2014, please refer to 2 CFR Part 225 (formerly OMB Circular
A-87)
https://
www.govinfo.gov/app/details/CFR-2012-title2-vol1/CFR-2012-title2-vol1-part225