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RAPID Updates

Invoicing Workgroup

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Invoicing Workgroup Update

Many sponsors require UCLA to invoice for expenses incurred on a monthly or quarterly basis. Sponsor deadlines for these invoices are typically 30 or 60 days after the period end date. Payment to UCLA is dependent on timely submission of these invoices UCLA’s research volume was over $966M in FY09. Over 36%, of $349M, of this

came from non-LOC funding March 2010 Metrics:

1,234 invoices were completed 639 invoices were past due

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Invoicing Workgroup Update

EFM faces several challenges to timely submission of invoices Large volume (600-700 per month) Invoicing Backlog Short turnaround time to meet Sponsor deadlines (often 30 days) Cumbersome financial and workload management tools Inability to save and edit invoices Untimely NCTE and Amendment requests Specific Sponsor requests for budget and expense breakdown Large number of revised invoices

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Invoicing Workgroup Update

Objective: Review the current procedures between departments, OCGA, and EFM related to all aspects of the Invoicing Process and identify areas for improvement

Result: Workgroup identified 58 action items to be reviewed

Approach: Four sub teams were formed to review the 58 action items and present improvements to the Invoicing Team: Systems AutoBill Communications Policy and Procedure

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Invoicing Workgroup Update

Example Action Items to be reviewed by sub teams Ability to save invoices and submit to sponsor electronically Clear, concise verbiage for dept notification of expired awards with

“next steps” instructions New policies and procedures (e.g., report final due date = to end date) Reduce Supervisor review for interim invoices and delegate signing

authority when appropriate

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Invoicing Workgroup Update

Accomplishments to Date Granted supervisor-approved accountants the authority to sign

certain invoices and reports Included outstanding A/R amount on Invoicing Template to alert

sponsors to past due payments Enhanced InfoEd to include a status for Pending NCTE/Amendment

and Carry Forward Requests New procedure implemented for “scheduled” payments Earlier notification to PI/campus of collection problems Development of new Invoicing Tool is underway

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Invoicing Workgroup Update

Accomplishments - Reduced backlog due to hard work by EFM and Dept Fund Managers!

500

700

900

1,100

1,300

1,500

1,700

1,900

2,100

Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10

Past Due Invoices

Past Due Invoices

Linear (Past Due Invoices)

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Invoicing Workgroup Update

Next Steps Continue to work within sub-teams to implement changes and review

58 action items Draft Policies and Procedures to be reviewed and approved by the LIPE

group Improving communication between EFM, OCGA and departments (e.g.,

standardizing communication sent to departments before and after a fund expires, and working with OCGA to develop procedures for NCTE requests and amendments)

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Invoicing Workgroup Update

Team of 16 representatives from EFM, ORIS, and ORA

EFM Evelyn Balabis Sharon Castillo Kaaren Davis Linda Finley Veronica Fuentes

Annette GarciaBecky Henricksen

Winny MigletzJill Narciso

Olga Sanders

ORISGloria SuTerry Wingo

ORADan Newbower

Huron Nate Haines Ed Lee

Allison Philabaum