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
INVOICING OVERVIEW
6 INVOICING REFERENCE MANUAL
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
INVOICING REFERENCE MANUAL 7
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
8 INVOICING REFERENCE MANUAL
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
INVOICING REFERENCE MANUAL 9
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
10 INVOICING REFERENCE MANUAL
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.
INVOICING REFERENCE MANUAL 11
PPrroocceessss MMaapp
Click the link below to access the process map.
2010_PM_Invoicing_v9_070313.pdf (Command Line)
INVOICING REFERENCE MANUAL 13
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
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14 INVOICING REFERENCE MANUAL
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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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INVOICING REFERENCE MANUAL 15
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)
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16 INVOICING REFERENCE MANUAL
RReeppoorrttiinngg oonn IInnvvooiiccee MMiilleessttoonnee
CCRR__NNOONN__LLOOCC ((CCoosstt RReeiimmbbuurrssaabbllee))
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.
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INVOICING REFERENCE MANUAL 17
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
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18 INVOICING REFERENCE MANUAL
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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INVOICING REFERENCE MANUAL 19
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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20 INVOICING REFERENCE MANUAL
10. Select the dropdown menu under Format and select CSV.
11. Click the OK button.
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INVOICING REFERENCE MANUAL 21
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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INVOICING REFERENCE MANUAL 23
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
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24 INVOICING REFERENCE MANUAL
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.
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INVOICING REFERENCE MANUAL 25
RRuunnnniinngg tthhee TTrraannssaaccttiioonn DDeettaaiill QQuueerryy
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.
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26 INVOICING REFERENCE MANUAL
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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INVOICING REFERENCE MANUAL 27
RRuunnnniinngg tthhee SSPPPP22224422:: SSppoonnssoorreedd
PPrroojjeeccttss DDeettaaiill RReeppoorrtt
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.
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28 INVOICING REFERENCE MANUAL
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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INVOICING REFERENCE MANUAL 29
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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30 INVOICING REFERENCE MANUAL
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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INVOICING REFERENCE MANUAL 31
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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32 INVOICING REFERENCE MANUAL
14. Click the Report Manager hyperlink.
15. Click the NMJ2242-00026675 hyperlink under Report.
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INVOICING REFERENCE MANUAL 33
16. Click the NMJ2242-00026675.xls hyperlink under File List to open the report in Excel.
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34 INVOICING REFERENCE MANUAL
CCoonnffiirrmmiinngg FF&&AA aanndd FFrriinnggee RRaatteess
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.
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INVOICING REFERENCE MANUAL 35
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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36 INVOICING REFERENCE MANUAL
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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INVOICING REFERENCE MANUAL 37
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.
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38 INVOICING REFERENCE MANUAL
RRuunnnniinngg aa LLaabboorr DDiissttrriibbuuttiioonn RReeppoorrtt
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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INVOICING REFERENCE MANUAL 39
5. Select the Labor & Payroll tab.
6. Select Labor Disbribution – PeopleSoft – Department and Account Detail
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40 INVOICING REFERENCE MANUAL
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
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INVOICING REFERENCE MANUAL 41
RReeppoorrttiinngg oonn IInnvvooiiccee MMiilleessttoonnee
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.
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42 INVOICING REFERENCE MANUAL
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
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INVOICING REFERENCE MANUAL 43
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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44 INVOICING REFERENCE MANUAL
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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INVOICING REFERENCE MANUAL 45
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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46 INVOICING REFERENCE MANUAL
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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INVOICING REFERENCE MANUAL 47
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
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48 INVOICING REFERENCE MANUAL
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.
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INVOICING REFERENCE MANUAL 49
UUppddaattiinngg EEvveennttss ffoorr SScchheedd PPaayy BByy TTaasskk
BBiillll PPllaann
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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50 INVOICING REFERENCE MANUAL
PPllaacciinngg aann AAwwaarrdd oonn HHoolldd
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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52 INVOICING REFERENCE MANUAL
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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INVOICING REFERENCE MANUAL 53
6. Select “Internal Notes” to enter comments.
7. Select “Add a New Value” tab.
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54 INVOICING REFERENCE MANUAL
8. Select “Add”.
9. Under “*Component:”, Select “Billing Plan” from the drop-down box.
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INVOICING REFERENCE MANUAL 55
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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56 INVOICING REFERENCE MANUAL
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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58 INVOICING REFERENCE MANUAL
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.
INVOICING REFERENCE MANUAL 59
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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
INVOICING REFERENCE MANUAL 60
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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
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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
INVOICING REFERENCE MANUAL 62
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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
INVOICING REFERENCE MANUAL 63
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
64 INVOICING REFERENCE MANUAL
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
INVOICING REFERENCE MANUAL 65
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Click the icon below to access the Compass Terminology document.
Compass Terms.pdf (Command Line)
APPENDIX
66 INVOICING REFERENCE MANUAL
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Click the icon below to access the NIH Acronym List.
NIH Acronym List.pdf (Command Line)
APPENDIX
INVOICING REFERENCE MANUAL 67
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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
APPENDIX
68 INVOICING REFERENCE MANUAL
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Click the icon below to access the OCGA Review Procedures: Invoicing document.
OGCA Review Procedures- Invoicing.pdf (Command Line)
APPENDIX
INVOICING REFERENCE MANUAL 69
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Click the icon below to access the nVision Improvements Reference document.
nVision Improvements Reference_Final.pdf (Command Line)