Research Administration Services (RAS) Invoicing … SOP...CONTENTS INVOICING REFERENCE MANUAL 3 Table of Contents INVOICING OVERVIEW 5 PROCESS MAP

Research Administration Services (RAS)

Invoicing Reference Manual

July 2013

V 1.0

2 INVOICING REFERENCE MANUAL

CONTENTS

INVOICING REFERENCE MANUAL 3

Table of Contents

INVOICING OVERVIEW ........................................................................................................................................... 5

PROCESS MAP ...................................................................................................................................................... 11

JOB AIDS .............................................................................................................................................................. 13

CHECKLIST .................................................................................................................................................................. 14

REPORTING ON INVOICE MILESTONE CR_NON_LOC (COST REIMBURSABLE) ......................................................................... 16

RUNNING THE TRANSACTION DETAIL QUERY ..................................................................................................................... 25

RUNNING THE SPP2242: SPONSORED PROJECTS DETAIL REPORT ......................................................................................... 27

CONFIRMING F&A AND FRINGE RATES ............................................................................................................................. 34

Project Activity .................................................................................................................................................... 34

SPP2242 Report ................................................................................................................................................... 36

Verifying F&A Rate on Project ............................................................................................................................. 36

Correcting a F&A Rate Problem .......................................................................................................................... 37

ConfirmingFringe Rate ........................................................................................................................................ 37

RUNNING A LABOR DISTRIBUTION REPORT ........................................................................................................................ 38

REPORTING ON INVOICE MILESTONE SCHED_PAY_TASK ...................................................................................................... 41

UPDATING EVENTS FOR SCHED PAY BY TASK BILL PLAN ....................................................................................................... 49

PLACING AN AWARD ON HOLD ....................................................................................................................................... 50

Navigate to: Grants>Awards>Award Profile ....................................................................................................... 50

Update an Existing Comment (by creating an additional note) .......................................................................... 57

APPENDIX REFERENCE MATERIALS ...................................................................................................................... 59

CALENDAR .................................................................................................................................................................. 60

CONTRACT BILL PLAN TYPES ........................................................................................................................................... 62

Compass Financial Set-Up ................................................................................................................................... 62

COMPASS TERMINOLOGY ............................................................................................................................................... 65

NIH ACRONYM LIST...................................................................................................................................................... 66

STEPS TO CREATE A PIVOT TABLE .................................................................................................................................... 67

OCGA REVIEW PROCEDURES: INVOICING ........................................................................................................................ 68

NVISION IMPROVEMENTS REFERENCE .............................................................................................................................. 69

CONTENTS



IInnvvooiicciinngg OOvveerrvviieeww

INVOICING OVERVIEW


Learning Objectives

As a result of participating in RAS Invoicing course, you will:

• Understand the role of the RAS Unit and OGCA in reconciling and

invoicing accounts

• Know how to review the eNOA in preparation for invoicing

• Know how to prepare accounts for invoicing for relevant contract types

• Know how to run, review, and analyze the following reports:

• Invoice Milestone: CR_Non_LOC

• SPP2242/Project Resource (Transaction Detail Query)

• Confirm F&A and Fringe

• Labor Distribution

• Invoice Milestone: Sched Pay

• Bill Plan Set Up

• Understand the Bill Plan Hold function and appropriate use

Agenda

Overview

Process Review

Roles and Responsibilities

Communication: PI and OGCA

Invoicing for Contract Types

Cost Reimbursable (CR_Non_LOC)

Sched Pay

Bill Plan Hold

INVOICING


Compass: Prerequisite Training Recommendations

Run and generate

invoices in Compass

Sign and send invoice to

sponsor

Scan and upload invoice

into Compass and “I”

drive

Update milestone

Contact primary sponsor

Roles and Responsibilities

RAS

Review eNOA, award

terms and conditions,

and agency guidelines.

Ensure proper set up:

Contract type

Bill plan

Invoice milestones

F&A

Review budget with PI

Coordinate Expense

allocation with PI

Setup Payroll Distribution

OGCA

INVOICING OVERVIEW


RAS Responsibilities: Contract Types

These are the contract types that require invoicing:

CR_Non_Loc

Hybrid (with a Cost Reimbursable Component)

Scheduled Pay by Task

Clinical Trials

RAS Responsibilities: Cost Reimbursable

Review the Checklist:

1) Run query to determine awards with invoices due

2) Run the SPP2242/Project Resource Report

Review expenditures

Remove erroneous charges

3) Confirm F&A and Fringe

4) Run the Labor Distribution Report

INVOICING


Contract Bill Plan Types

CR_LOC Cost-Reimbursable Letter of Credit

CR_NON_LOC Cost Reimbursable NON Letter of Credit

AUTO SCHED

PAY

Auto Scheduled Payment

SCHED PAY Scheduled Payment

SCHED PAY

TASK

Scheduled Payments – Task

HYBRIDS Part FIXED fee and Part Cost Reimbursable

CLINICAL

TRIALS

Used for all awards where the research purpose has been defined as Clinical Trial.

OTHER This type represents all other contracts not identified as CR_LOC, CR_NON_LOC,

SCHED-PAY, Hybrids, or Clinical Trials.

RAS Responsibilities: Sched Pay by Task

Review the Checklist:

1) Run query to determine which scheduled pay by task have a pending

event this month.

2) Determine with PI if milestone has been met

3) If milestone has been met, change event from “pending” to “ready” in

Compass

4) Notify OGCA

INVOICING OVERVIEW


Bill Plan Hold

During the course of an award, there may be situations where there is

a need to suppress an invoice from being generated.

Common reasons to put an award on hold:

Award has ended

NOA needed (Continuation or Modification needed)

Award is fully expended

Award terminated early

Award relinquished to Sponsor

Sponsor terminates award due to non-compliance

NOTE: Enter comments as to the reason for the hold

**SCHED PAY, AUTO SCHED PAY, OTHER, CLINICAL

TRIALS AND HYBRIDS should not be placed on hold

without approval due to Utilization.


PPrroocceessss MMaapp

Click the link below to access the process map.

2010_PM_Invoicing_v9_070313.pdf (Command Line)

2010_PM_Invoicing_v9_070313.pdf

PROCESS MAPS


(This page is intentionally blank.)


JJoobb AAiiddss

This chapter contains the following job aids:

Job Aid Page #

Checklist 14

Reporting on Invoice Milestone CR_NON_LOC (Cost Reimbursable)

16

Running the Transaction Detail Query 25

Running the SPP2242: Sponsored Projects Detail Report 27

Confirming F&A and Fringe Rates 34

Running a Labor Distribution Report 38

Reporting on Invoice Milestone Sched_Pay_Task

41

Updating Events for Sched Pay By Task Bill Plan 49

Placing an Award on Hold 50

JOB AIDS


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Initial Invoice Checklist- CHECKLIST A

Initial first Invoice review

Initial/first bill, be sure to carefully check basic format, Invoice type, need for supplemental data, otherrequirements for file setup and for invoices

Correct dates to the award, no gaps in periods billed

Correct billing periods per sponsor(monthly,quarterly,semi-annual)

Correct invoice # -GMXXXXXX will print on invoice

Correct mailing address

Correct indirect cost rate

Supplemental information/report Included

Award number or other sponsor unique billing identifier

Communicate with department in reference to Compliance Issues

As needed, appropriate labels are attached showing contact information, rate changes being implemented, wire transfers Instructions.

Note receipt dates for billing (5 days, 10 days, 15 days, 30 days, 45 days, 60 days)

Copy of Invoice plus all supporting documentation should be 'placed in Operations Inbox for scan into “I” Drive

Copy of Invoice and documentation submitted to sponsor should be uploadedinto Compass by accountant

Mail or submit Invoice to Sponsor

Compliance Review- Review award specific requirements

Line items approved or need special authorization

Rebudgeting flexibility limits met

Line item cumulatives does not exceed rebudgeting guidelines

General allowable cost and/or account coding Issues(e.g. stipends on research,dues, other CAS, clerical administrative,etc.)

Watch for significant rebudgeting issues that may indicate a scope change

Watch for specific restrictions on individual awards

Watch for cost documents that must be attached as backup to the invoice

Cost share to be documented and reported

All costs incurred within the award period

Second Invoice Check Review

Check SECOND bill to make sure it is clean and cleared

Check THIRD bill to make sure it is clean and cleared if second was not clean/cleared. Once clean can go out the door without review

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Final Invoice Checklist-CHECKLIST B

"NOT FINAL INVOICE STAMP TO BE USED ON ALL DIRECT INVOICING"

Final Invoice Review

Reconcile to Project Resource(PivotTable) and SPP2242 cumulative

Manually veri(y F&A calculations

Journal has to be prepared to make needed correction

Reconcile net current to prior invoice cumulative(pull prior invoice)

Line item categories grouped correctly, consistent from billing to billing and sponsor format

Total invoiced does not exceed amount awarded

Exclude questionable amounts or categories if cannot be clarified in time for billing

Continue to exclude questionable amounts or determine If ok to bill

If final and not fully expensed-refer to department for additional costs tp be included

If final and overspent-referto department for clarification on which charges to be removed or billed

If final, check to see If additional closeout reports are required to be submitted with final invoice

If final, carefully monitor receipt date for Invoice, follow-up with department andAssociate Director(signature) if requests are not being returned in a timely manner

If final, verify cumulative cost-share reported

If positive cash or net credit, submit no bill unless it is a "final" and a refund check needed

Associate Director to sign "Finals"

Note receipt dates for billing (5 days, 10 days, 15 days, 30 days, 45 days,.60 days)

Copy of Invoice plus all supporting documentation should be placed inOperations lnbox for scan into “I” Drive

Copy of Invoice and documentation submitted to sponsor should be uploaded into Compass by accountant

Mail or submit Invoice to Sponsor

Compliance Review- Review Award Specific Requirements

Line Items approved or need special auth6rization

Rebudgeting flexibility limits met

Line item cumulatives does not exceed rebudgeting guidelines

General allowable cost and/or account coding issues(e.g. stipends on research,dues, other CAS, clerical administrative,etc.)

Watch for significant rebudgeting Issues that may indicate a scope change

Watch for specific restrictions on Individual awards

Watch for cost documents that must be attached as backup to the invoice

Cost share to be documented and reported

All costs incurred within the award period

Note: Immediately advise Associate Director if any suspension notices or questioned/disallowed costs correspondence is received from funding source or the payment received is not for the amount billed (See Coral Abel and submit a copy of the invoice fort he collection process)

JOB AIDS


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Invoice Milestone Reporting allows you to run reports (pdf or csv excel formats) on existing open or

complete Invoice Milestone rows. The Invoice Milestone Tracking tool allows for several search

parameters to assist in reporting on completed invoices and open invoices.

Invoice Milestone Reports

The reporting tool is in Compass Production in the Grants section.

1. Navigate to: Grants > Interactive Reports > Invoice Milestone Report Invoice Milestone reports require a Run Control ID to view the reporting options and run the report.

2. Enter a Run Control ID. (Note: There is no standard for naming the Run Control ID. The only rule

is there can be no spaces in the run control ID.)

3. Click the Add button.

JOB AIDS


Invoice Tracking Parameters

The top section of the tracking tool determines the parameters to run the report. The parameters are based on Invoice Due Date Range and Invoice Status. Both parameters can be further filtered based on the detail reports types. The Invoice Due DT Range returns the invoices due for the selected date range. This is not the same thing as invoicing period. Remember the due date is usually 30 days after the end of the invoicing period. The report assists in managing your work load. The Invoice Status: parameters assist in the separation of reporting on invoice previously completed or

open invoices to be completed. Choose between: All Invoices, Open Invoice Only or Closed Invoices

Only. The report type will determine the parameter used.

4. Enter the From Date and Thru Date (in the example, 07/01/2012 and 07/05/2013, respectively) in the appropriate fields or Select the calendar symbol next to the date field to choose the date.

5. Select the button beside Open Invoices Only for the Invoice Status

JOB AIDS


Select Report Detail

This section of the Tracking Report allows for filtering of the report based on several detail fields. Only one of the following detail fields can be chosen: • Billing Specialist • Contract Type • Sponsor/ Agency • Principal Investigator • Department • Due Dates

6. Select Report by Contract Type and the individual search field will open to further narrow the results.

7. Click the magnifying glass next to the Contract Type field and select CR_NON_LOC.

8. Click the Save button.

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Run the Report

9. Click the Run button to process the report.

The Process Scheduler Request box opens. The Report format determines if the report will be shown in PDF or CSV (to be exported to Excel).

JOB AIDS


10. Select the dropdown menu under Format and select CSV.

11. Click the OK button.

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12. Click the Process Monitor hyperlink to view the progress of the job.

13. Click the Refresh button periodically until the Run Status is Success and the Distribution Status

is Posted.

14. Click the Details hyperlink.

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15. Click the View Log/Trace hyperlink to view the report

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16. Click the “csv” file eugminvc_2945878.csv hyperlink.

The CSV file opens in Excel. There are nineteen fields exported to Excel. The PDF report shows twelve fields. Excel gives you the flexibility to sort and filter your workload. Do NOT try to complete notes or manage your workload in Excel, use Compass to document notes, status of invoices and all data. There is no reason to create a separate shadow system. • BILLING SPECIALIST • CONTRACT • SPONSOR • CONTRACT TYPE • BILL CYCLE • BILL PLAN • PI NAME • DEPT • INVOICE PD START DT • INVOICE PD END DT

• DT INVOICED • DUE DT • INVOICE • INVOICE AMT • COMPLETE INVOICE • FINAL • IN PROCESS • COMMENT • NOTES

JOB AIDS


The pdf version of the Invoice Milestone Tracker Report shows limited data because of the page width restrictions. The reporting fields are the same regardless of the Report Detail filter criteria you choose.

Summary of Invoice Milestone Reporting

The Invoice Milestone Tracker Reporting Tools allows the operator to select complete, open or both

completed and open invoices based on any range of invoice due dates. These options allow the operator

to customize their report to assist in the management of their workload.

JOB AIDS


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The following query is used to analyze transactions and determine those that should be billed in a given period.

EU_GM_PROJ_TRANS_BY_CONTRACT Lists transactions for ALL projects on an award. Sponsored Program project transactions with prompt by Contract and transaction date. Source table Project Resource. Primarily used by OGCA finance office. Source of Sponsor, Expenses invoiced.

1. Navigate to REPORTING TOOLS > QUERY > QUERY VIEWER to access the query

2. Enter the query name in the search box.

3. Click the Search button.

The search results will list the query you need. By selecting “Favorite”, you can add this query to “My Favorite Queries” for quick access in the future.

JOB AIDS


4. Select Excel to run the query

5. Enter the required information. 1. Enter the contract number with leading zeros in the Contract (ENTER CONTRACT NUM) field

2. Enter 01/01/1901 in the From Acctg Date field 3. Enter T for “Today” in the To Acctg Date field

6. Select “View Results”

7. Select Open or Save from the File Download pop-up box.

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The Sponsored Projects Detail Report is an Excel based report accessed through the Compass Report Management System. It breaks the expenses down by account code and displays the budget variance. This report does include any encumbered amounts.

1. Navigate to : REPORTING TOOLS > PS/NVISION > DEFINE REPORT REQUEST

2. Enter your private report ID in the Report ID field.

(Note: If you do not have a private Report ID, please see the job aid “Creating A Private Report”)

3. Click the Search button. 4. Go to the Report Date Selection section.

1. Select the dropdown box next to As of Reporting Date and select Specify. (Note: The report can be run as of a specific date (Specify) or as of the current date (Today’s Date).) 2. Enter the date in the field next to the calendar icon.

JOB AIDS


5. Go to the Output Options section. 1. Select the dropdown box next to Type and select Web. 2. Select the dropdown box next to Format and select Microsoft Excel Files (*.xls). 3. Click on the Scope and Delivery Template hyperlink

1 2

1

2

3

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6. Enter a project or award number in the Report Scope field.

(Note: For a project, begin the field with “P:” and include the leading zeros. For an award, begin the field with “A:” and do not include the leading zeros. In the example, the award has 3 projects, but only one ended 6/30/2013. So the report scope is “P:” followed by the project number with leading zeros.)

7. Click OK to accept the report scope.

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8. Click the Save button. 9. Click the Run Report button.

10. Click the OK button on the Process Scheduler Request page.

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11. Click the Process Monitor hyperlink to see the status of the report.

12. Click Refresh periodically until the Run Status is Success and the Distribution Status is Posted.

13. Click the Go back to Report Request hyperlink.

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14. Click the Report Manager hyperlink.

15. Click the NMJ2242-00026675 hyperlink under Report.

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16. Click the NMJ2242-00026675.xls hyperlink under File List to open the report in Excel.

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Facilities & Administrative (F & A) rates are used to recover costs spent on sponsored activities that cannot be directly attributed to a particular project. These are often called indirect costs. The Cost Studies group calculates, proposes, and negotiates F&A rates with the federal government (Department of Health and Human Services). This process is generally done on a four-year cycle at Emory.To view F&A rates, go to:http://www.ogca.emory.edu/index.html. Select Cost Studies>F&A from the menu options. The F&A and Fringe rates are determined and loaded for the project during the initial setup of the award in Compass. Before invoicing the sponsor, it is necessary to verify that the correct rates have been loaded and are calculating correctly. There are two methods to verify the F&A rate loaded in Compass for a project after an award has been generated is correct: Project Activity and the SPP2242 Report.

Project Activity

1. Navigate toGrants >Awards>Project Activity 2. Enter the project number in the project field. 3. Click the Searchbutton.

http://www.ogca.emory.edu/index.html

JOB AIDS


4. Select the “FA Rates” tab.

5. In the Funded section, review the“Funded Rate” to confirm that it matches the rate funded in

the agreement. (Note: Click View All to make sure you areviewing the correct rate.)

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SPP2242 Report

Run the SPP2242 report. The F&A rate islocated in the top-right portion of the report.

Verifying F&A Rate on Project

After confirming that the F&A rate is loaded correctly, verify that it is calculating properly on the appropriate direct cost expenditures posted to the award. For this example, the rate is 55.0% and has a Modified Total Direct Costs (MTDC) base according to the funded rate and base in the agreement. Perform the following steps to calculate F&A: Total Direct Costs $ XXXXXX Less: Exclusions - $ XXXXXX

- Participant Support Costs - Student Aid Costs - Patient Care Costs - Hospital Costs - Capital Purchases - Construction Costs - Subcontracts > $25K - Lease Expense - Interest (Note: Interest is recorded on a grant as a credit therefore, it needs to be added

back into the base) - Utilities

= Modified Total Direct Costs (MTDC) $ XXXXXX F&A Rate = 55.0% F&A Costs = MTDC X 55.0% Total Costs Total Direct Costs + F&A Costs

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Correcting a F&A Rate Problem

The calculated F&A Costs and Total Costs should match what has posted to Project Resource(which is the Compass expenditure report on which invoicing is based)and the SPP2242 report. If the loaded F&A rate is incorrect or F&A costs are not calculating or posting correctly, file an issue by submitting an email to the OGCA Help Desk team address which is assigned by department.

ConfirmingFringe Rate

Fringe rates are developed by the Cost Studies group and are applicable to three categories of employees: Faculty/Staff/Postdoc, Residents, and Part-Time. For each of these categories, a federal and non-federal rate is developed.The federal rates are negotiated with the government in advance for a fiscal year.To view these rates, go to: http://www.ogca.emory.edu/index.html. Select Cost Studies>Fringe Benefitsfrom the menu options. The fringe rate is determined by the salary category of the employee and the Smartkey of the award type from which the employee is being paid by fiscal year. The Smartkey is comprised of the chartfield which identifies the award type by the fund code to be Federal (5100 or 5200) or Non-Federal (5300 or 5400). (Note: If an employee’s salary is distributed over more than one fund type, the fringe will calculate for each fund type for that employee.) The fringe information resides in the HR/Payroll system and a screen is not available for viewing in the grants module to verify that the correct rate is being applied.Alternatively, to confirm the fringe rate, use the Project Resource report to determine if fringe is calculating correctly.

1. Run the Project Resource Report for chosen award or project. 2. Identify the award type by the fund code. 3. Choose a transaction from the salary category. 4. Calculate the fringe amount based on the correct rate for the category and award type chosen.

Fund Code 5200 (FY13) - $3,275.76 x 30.0% = $982.73 Fund Code 5400 (FY13) - $564.13 x 27.5% = $155.14 In these examples, the amounts match the fringe posted to the project. The same calculationshould be performed for the other salary categories on the project to confirm fringe.(Note: The Labor Distribution report can also be run to view salary and fringe charges and to perform the calculations.) If there are discrepancies in the calculations, contact HR/Payroll immediately. If you find that fringe is not calculating at the correct rate, please contact HR/Payroll immediately.

http://www.ogca.emory.edu/index.html

JOB AIDS


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The Labor Distribution Report can be accessed from the Emory Finance

1. Go to: https://www.finance.emory.edu/home/index.html

2. Scroll down to Labor Distribution Reports under Finance Shortcuts.

3. Select Labor Distribution Reports.

4. Enter your User ID and Password.

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5. Select the Labor & Payroll tab.

6. Select Labor Disbribution – PeopleSoft – Department and Account Detail

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7. Enter the appropriate search criteria. 1. Enter From and To dates or Click on the calendar icon next to the fields to select the dates. 2. Click the button beside Post Date. 3. Enter the Smartkey. 4. Select PDF or Excel from the Output dropdown menu.

8. Click the Submit button.

1

2

3

4

JOB AIDS


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SScchheedd__PPaayy__TTaasskk Invoice Milestone Reporting allows you to run reports (pdf or csv excel formats) on existing open or complete Invoice Milestone rows. The Invoice Milestone Tracking tool allows for several search parameters to assist in reporting on completed invoices and open invoices.

Invoice Milestone Reports

The reporting tool is in Compass Production in the Grants section.

1. Navigate to: Grants > Interactive Reports > Invoice Milestone Report Invoice Milestone reports require a Run Control ID to view the reporting options and run the report.

2. Enter a Run Control ID. (Note: There is no standard for naming the Run Control ID. The only rule

is there can be no spaces in the run control ID.)

3. Click the Add button.

Invoice Tracking Parameters

The top section of the tracking tool determines the parameters to run the report. The parameters are based on Invoice Due Date Range and Invoice Status. Both parameters can be further filtered based on the detail reports types. The Invoice Due DT Range returns the invoices due for the selected date range. This is not the same thing as invoicing period. Remember the due date is usually 30 days after the end of the invoicing period. The report assists in managing your work load.

JOB AIDS


The Invoice Status: parameters assist in the separation of reporting on invoice previously completed or

open invoices to be completed. Choose between: All Invoices, Open Invoice Only or Closed Invoices

Only. The report type will determine the parameter used.

4. Enter the From Date and Thru Date (in the example, 07/01/2012 and 07/05/2013, respectively) in the appropriate fields or Select the calendar symbol next to the date field to choose the date.

5. Select the button beside Open Invoices Only for the Invoice Status

Select Report Detail

This section of the Tracking Report allows for filtering of the report based on several detail fields. Only one of the following detail fields can be chosen: • Billing Specialist • Contract Type • Sponsor/ Agency • Principal Investigator • Department • Due Dates

JOB AIDS


6. Select Report by Contract Type and the individual search field will open to further narrow the results.

7. Click the magnifying glass next to the Contract Type field and select SCHED_PAY_TASK.

8. Click the Save button.

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Run the Report

9. Click the Run button to process the report.

The Process Scheduler Request box opens. The Report format determines if the report will be shown in PDF or CSV (to be exported to Excel).

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10. Select the dropdown menu under Format and select CSV.

11. Click the OK button.

12. Click the Process Monitor hyperlink to view the progress of the job.

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13. Click the Refresh button periodically until the Run Status is Success and the Distribution Status

is Posted.

14. Click the Details hyperlink.

15. Click the View Log/Trace hyperlink to view the report

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16. Click the “csv” file eugminvc_2945927.csv hyperlink.

The CSV file opens in Excel. There are nineteen fields exported to Excel. The PDF report shows twelve fields. Excel gives you the flexibility to sort and filter your workload. Do NOT try to complete notes or manage your workload in Excel, use Compass to document notes, status of invoices and all data. There is no reason to create a separate shadow system. • BILLING SPECIALIST • CONTRACT • SPONSOR • CONTRACT TYPE • BILL CYCLE • BILL PLAN • PI NAME • DEPT • INVOICE PD START DT • INVOICE PD END DT

• DT INVOICED • DUE DT • INVOICE • INVOICE AMT • COMPLETE INVOICE • FINAL • IN PROCESS • COMMENT • NOTES

JOB AIDS


The pdf version of the Invoice Milestone Tracker Report shows limited data because of the page width restrictions. The reporting fields are the same regardless of the Report Detail filter criteria you choose.

Summary of Invoice Milestone Reporting

The Invoice Milestone Tracker Reporting Tools allows the operator to select complete, open or both

completed and open invoices based on any range of invoice due dates. These options allow the operator

to customize their report to assist in the management of their workload.

JOB AIDS


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1. Navigate to Grants>Awards>Award Profile.

(Note: Business Unit GRANT should pre-populate.)

2. Enter Award ID.

3. Click theSEARCHbutton or Press ENTER

4. Click View Contract hyperlink.

5. Select the Billing Plans hyperlink.

6. Click on the Bill Plan hyperlink for the Event being invoiced.

(Note: There may be more than one Bill Plan.)

7. Click on the EVENTS tab.

8. In the Event Detail section, click on the Event Status dropdown menu for the

Event being invoiced. Select READY option.

9. Select the Ready option.

10. Change the Event Date to the current date.

(Note: Only change the date if the PI has confirmed that the deliverable has been

met.)

11. Click the SAVE button.

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During the course of an award, there may be situations where there is a need to suppress an invoice from being generated. Below are some common reasons to put an award on hold:

1. Award has ended 2. NOA needed (Continuation or Modification needed) 3. Award is fully expended 4. Award terminated early 5. Award relinquished to Sponsor 6. Sponsor terminates award due to non-compliance

When an award is placed on hold, comments must be entered as to the reason for the hold. Note: SCHED PAY, AUTO SCHED PAY, OTHER, CLINICAL TRIALS AND HYBRIDS should not be placed on hold without AD approval due to Utilization.

Navigate to: Grants>Awards>Award Profile

1. Enter the contract/award number.

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2. Select the “View Contract”

3. Select “Billing Plans”

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4. Select the bill plan “B101”

5. Select the box next to “Hold” and a check mark will appear. The current date will auto-

populate.

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6. Select “Internal Notes” to enter comments.

7. Select “Add a New Value” tab.

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8. Select “Add”.

9. Under “*Component:”, Select “Billing Plan” from the drop-down box.

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10. Under “Classification:”, Choose “Custom” from the drop-down box.

11. Use the magnifying glass under “Billing Plan” and select the bill plan “B101”.

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12. Enter your comments in the “Text” box and click “Save” when done. The entry will be User, Date and Time stamped when saved.

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Update an Existing Comment (by creating an additional note)

When attempting to add a new comment to an award, the message below may appear:

This means that the award already has a comment that can be updated.

1. Select the contract number under “Search Results”.

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2. For purposes of an audit trial, DO NOT DELETE the existing comment. Select the “+” sign to add a note.

3. A new screen will appear to add notes. Notice that this is “2 of 2”. a. Make the selections for “Component”, “Classification”, and “Billing Plan” b. Enter the appropriate comments in the “Text” box. c. Click “Save”. The entry will be user, date and time stamped.


AAppppeennddiixx

RReeffeerreennccee MMaatteerriiaallss

This appendix contains topics and documents listed below. Those items highlighted are provided and attached as pdf documents.

Appendix Page #

Calendar 60

Compass Terminology 65

Contract Bill Plan Types 62

NIH Acronym List 66

Steps to Create a Pivot Table 67

OCGA Review Procedures: Invoicing 68

nVision Improvements Reference 69

APPENDIX B


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OGCA Batch Invoicing Calendar

FY 2014

September 2013 October 2013 November 2013 FY 2014 Batch Invoicing Dates

S M T W T F S S M T W T F S S M T W T F S Tuesday, Sepember 24, 2013

1 2 3 4 5 6 7 1 2 3 4 5 1 2 Friday, October 25, 2013

8 9 10 11 12 13 14 6 7 8 9 10 11 12 3 4 5 6 7 8 9 Thursday, November 21, 2013

15 16 17 18 19 20 21 13 14 15 16 17 18 19 10 11 12 13 14 15 16 Friday, December 20, 2013

22 23 24 25 26 27 28 20 21 22 23 24 25 26 17 18 19 20 21 22 23 Monday, January 27, 2014

29 30 27 28 29 30 31 24 25 26 27 28 29 30 Monday, February 24, 2014

Tuesday, March 25, 2014

Thursday, April 24, 2014

December 2013 Jaunary 2014 February 2014 Friday, May 23, 2014

S M T W T F S S M T W T F S S M T W T F S Tuesday, June 24, 2014

1 2 3 4 5 6 7 1 2 3 4 1 Friday, July 25, 2014

8 9 10 11 12 13 14 5 6 7 8 9 10 11 2 3 4 5 6 7 8 Monday, August 25, 2014

15 16 17 18 19 20 21 12 13 14 15 16 17 18 9 10 11 12 13 14 15

22 23 24 25 26 27 28 19 20 21 22 23 24 25 16 17 18 19 20 21 22

29 30 31 26 27 28 29 30 31 23 24 25 26 27 28

APPENDIX B


March 2014 April 2014 May 2014 Holidays

S M T W T F S S M T W T F S S M T W T F S 9/2/2013 Labor Day

1 1 2 3 4 5 1 2 3 11/28/2013-11/29/2013 Thanksgiving

2 3 4 5 6 7 8 6 7 8 9 10 11 12 4 5 6 7 8 9 10 12/24/2013-12/25/2013 Christmas

9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 16 17 12/31/2013 New Years Eve

16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 23 24 1/1/2014 New Years Day

23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 12/31/2014 MLK day

30 31 5/26/2014 Memorial Day

7/4/2014 Independence Day

June 2014 July 2014 August 2014

S M T W T F S S M T W T F S S M T W T F S

1 2 3 4 5 6 7 1 2 3 4 5 1 2

8 9 10 11 12 13 14 6 7 8 9 10 11 12 3 4 5 6 7 8 9

15 16 17 18 19 20 21 13 14 15 16 17 18 19 10 11 12 13 14 15 16

22 23 24 25 26 27 28 20 21 22 23 24 25 26 17 18 19 20 21 22 23

29 30 27 28 29 30 31 24 25 26 27 28 29 30

31

APPENDIX B


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Compass Financial Set-Up

Financial Set ups are based on Contract Types. We need to understand the method the sponsor will pay

us as well as how frequently they will pay us. Before you can do any financial set ups you must

determine contract type and frequency. The Terms and Conditions of the award explain all payment

terms. Some sponsors pay us based on:

1. Cost Incurred – Payment to Emory is based on expenses have been incurred during the invoice period. These require an invoice based on category or they can be Letter of Credit (LOC) in which case we can draw down the funds directly from the bank without submission of an invoice to the sponsor.

2. Scheduled Payment – Payment to Emory is based on a predetermined schedule or completion of task and a predetermined amount. There are different types of scheduled payments and some require an invoice and some do not.

Frequency: How often can we invoice or how often will they be sending us payment?Knowing the

frequency and contract type helps determine the billing cycle.

1. 100 % in Advance 2. Monthly 3. Quarterly 4. Semi-Annually 5. Annually 6. Scheduled dates

APPENDIX


COMPASS CONTRACTS TYPES 09/12/11

Internal Use Only

CR_LOC Cost-Reimbursable Letter of Credit This contract type is for those projects that require Emory to incur its cost before being reimbursed. In this type Emory is required to use a letter of credit mechanism to draw down any funds due. Emory is also required to report its activity, usually on a quarterly basis, reconciling the drawdowns to the financial reports. This type is billed/invoiced weekly by the LOC Team.

CR_NON_LOC Cost Reimbursable NON Letter of Credit This contact type is for those projects that require Emory to incur its cost before invoicing for reimbursement. Emory is required to send the Sponsor a bill/invoice. Emory will need to itemize expenses on each invoice or accompany the invoice with a detailed financial accounting that supports the invoice.

AUTO SCHED PAY

Auto Scheduled Payment This type includes those situations where the Sponsor will pay Emory periodically throughout the award (monthly, quarterly, semi-annual), where an invoice on Emory’s part is NOT required. Many of these projects are Foundations and Corporations. Many of the Sponsors may require some form of financial reporting either during and/or at the end of the award; HOWEVER the payments are independent of the financial reporting. Sponsors who make payment in full (Advance Payment) are also included under this type.

SCHED PAY Scheduled Payment This type includes those situations where the Sponsor REQUIRES Emory to invoice periodically (monthly, quarterly, semi-annual, fixed fees). Many of these projects are Foundations and Corporations. Many of the Sponsors may require some form of financial reporting either during and/or at the end of the award. Detailed/itemized expenditures are not required by the Sponsor. Included in this Type are IPA billings and some State of Georgia Awards where the payment is based on milestones/events/progress reports.

SCHED PAY TASK

Scheduled Payments – Task Awards where the payments are based on completions of deliverables to the sponsor detailed on the invoices. These Events have estimated dates and are set to Pending. Direct communication with the Research Team is necessary to complete invoice. Examples of the types of tasks can be, but are not limited to:

Completion of manuscript

Successful completion of six training sessions

Results of 6 data records completed

APPENDIX


Receiving a certain amount of samples

HYBRIDS (In revision)

Part FIXED fee and Part Cost Reimbursable This type includes those situations where the Sponsor REQUIRES Emory to invoice part Fixed Fees and part cost-reimbursable. There should be two projects set up for the award one for the fixed portion and is invoiced based on the specific milestone/task prescribed in the contract and one for the cost-reimbursable portion based on the items to be billed at cost.

CLINICAL TRIALS

This type should be used for all awards where the research purpose has been defined as Clinical Trial. Normally, reimbursement is based on a per Patient cost scheduled (lab testing, x-ray, pharmacy fees, etc.). Departments normally are responsible for invoicing the sponsor. The OGCA cash management team will create the Compass invoice, adjust the budget and apply payment.

OTHER This type represents all other contracts not identified as CR_LOC, CR_NON_LOC, SCHED-PAY, Hybrids, or Clinical Trials.

APPENDIX


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Click the icon below to access the Compass Terminology document.

Compass Terms.pdf (Command Line)

Compass%20Terms.pdf

APPENDIX


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Click the icon below to access the NIH Acronym List.

NIH Acronym List.pdf (Command Line)

NIH%20Acronym%20List.pdf

APPENDIX


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Click the icon below to access the Steps to Create a Pivot Table document.

Job Aid- Steps to Create a Pivot Table.pdf

Job%20Aid-%20Steps%20to%20Create%20a%20Pivot%20Table.pdf

APPENDIX


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Click the icon below to access the OCGA Review Procedures: Invoicing document.

OGCA Review Procedures- Invoicing.pdf (Command Line)

OGCA%20Review%20Procedures-%20Invoicing.pdf

APPENDIX


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Click the icon below to access the nVision Improvements Reference document.

nVision Improvements Reference_Final.pdf (Command Line)

nVision%20Improvements%20Reference_Final.pdf

APPENDIX


Documents

Research Administration Services (RAS) Invoicing … SOP...CONTENTS INVOICING REFERENCE MANUAL 3 Table of Contents INVOICING OVERVIEW 5 PROCESS MAP