This document describes the types of sponsor invoices and how to produce them.
Once an award is received from a sponsor, an award, project, and task are established in the Oracle Grants Management module. All expenditures charged against a project or task accumulate at the award level and invoicing initiates at the award level. An invoice in the system is always necessary to post cash, even if the award does not require an invoice to the sponsor.
Draft invoice numbers are generated in the Oracle Grants Management module based on invoicing criteria applied during award establishment. Draft invoices are reviewed, approved, and released for transfer to the Accounts Receivable (AR) Module. An AR invoice number is automatically assigned once the draft invoice is released.
Cost based invoices are used when the payment terms are based on costs (expenditures) incurred for a specified time period. Cost based invoices are automatically generated based on criteria applied during award establishment and reflect all unbilled expenditures with an item date on or before the bill through date.
The RF Invoice Detail Report and RF Salary Sum by Invoice Report were created to use as supporting documentation for the invoice. For detailed descriptions and instructions for running these reports, refer to: RF Invoice Detail Report and RF Salary Sum by Invoice Report.
Event based invoices are used when payment is based on an “event,” such as a schedule of payments, specific event (e.g., submission of report), cash received, etc. This type of invoicing is typically used when an award is cash driven, fixed sum (price), schedule of payments, etc. Events are entered in the Grants Management module in the Award Management Form > Compliance Tab > Event Form, for a specified date. An invoice will generate based on the due date of the event or cash received.
Some direct billed sponsors will not accept a Research Foundation (RF) system-generated invoice. To meet sponsor reporting requirements it may be necessary to produce a specific sponsor form, manual invoice or spreadsheet. The Excel version of the RF Cumulative Invoice Form can be used when it is necessary to modify and make changes according to sponsor specifications. An invoice must still be generated in order for cash to be applied. Once the invoice has been transferred to the AR module, if necessary, it should be adjusted to reflect the amount invoiced to the sponsor.
It may sometimes be necessary to create an advance invoice due to the sponsor’s payment terms or due to cash received. Advance invoices are typically used when cash is received before the final agreement (award). If you need to send an advance invoice to the sponsor, you will need to create a manual invoice for the appropriate amount and a system-generated invoice will need to be generated in the Accounts Receivable (AR) module. Manual invoices can be created using the RF Cumulative Invoice Form.
For instructions on creating an advance invoice, refer to the process help on how to Create an Advance Invoice.
The award payment terms and sponsor requirements determine how invoices are generated and whether or not a system-printed invoice is needed. This criteria is selected on the Compliances tab of the Award Management form, and is described in the table below.
Invoice generation in Grants Management is determined based on the following criteria:
Criteria |
Function |
Billing Distribution Rule |
Defines "how" invoices are generated. Refer to the Billing Distribution Rule field definition for the List of Value options. Note: This field can be changed after an invoice was released; therefore, the Billing Distribution Rule should be reviewed in conjunction with the actual award terms since both cost and event invoices may exist. |
Billing Cycle |
Defines "when" an invoice is required by the sponsor. Refer to the Billing Cycle field definition for the List of Value options. |
Terms |
Based on sponsor requirements, determines the invoice due date and when the aging of the invoice will begin. Refer to the Terms (GM) field definitions for the List of Value options. |
First Billing Offset Days |
Determines the number of days between the award start date and the generation of the first invoice. |
Printing options are selected based on the sponsor’s payment terms. This criteria is selected on the Billing Format form in the Grants Management module, and is described in the table below.
Format |
Function |
Additional Selections within Format |
No Print |
No invoice will print; used for cash driven awards or any other event-based award where a system invoice is not required. |
Not applicable. |
Print Invoice |
Not used. If a printed invoice is needed, Agency Specific Form should be chosen with the appropriate selection. |
Not applicable. |
EDI |
Not used. |
Not applicable. |
Letter of Credit Drawdown |
Used for awards with an established Letter of Credit. |
LOC Account This field must be populated with the appropriate drawdown account. LOC Address This field is automatically populated with the address defined in the customer file. |
Agency Specific Form |
Used when a printed invoice is needed. |
Available forms: 1 – RF Cumulative Form: Includes current and cumulative billing period costs. 10-Form 1 and Form 5: Includes the RF Cumulative Form and a Public Voucher 11-Form 1 and Form 7: Includes an RF Cumulative Form and a NYS Aid Voucher. 12-RF Cumulative with Remaining Balance Form: Includes Form 1 with an extra column for remaining balances. 13 - Form 6 and BSROE: Includes NYS Standard Voucher (AC92) and NYS Department of Health Budget Statement and Report of Expenditures. 14- Expenditures by Project: Includes current and cumulative billing period costs by project . 15 - Claim for Payment: NYS Form #AC3253S used for certain NYS awards. 16 - Form 15 and Form 1: Output file produces both the NYS Form #AC3253S and RF Cumulative Form. 17 - Form 15 and Form 4: Output file produces both the NYS Form #AC3253S and RF Catch All Form. 18 - Form 15 and BSROE: Output file produces both the NYS Form #AC3253S and NYS Department of Health Budget Statement and Report of Expenditures. 2 – RF Fixed Price Invoice: Used for event-based invoicing; displays the lump sum amount of the event. 3 – RF Current Expenditures Only Invoice: Used for current expenditures; format similar to Form 1 except excludes cumulative billing costs. 4 – RF Catch All Form: Used to generate invoice data for special reports; is never sent to sponsor. 5 – Public Voucher (1034): Used for certain federal awards. 6 – NYS Standard Voucher (AC92): Used for certain NYS awards. 7 – NYS State Aid Voucher (AAC1171): Used for certain NYS awards. 8 – Form 6 and Form 1: Output file produces both the NYS Standard Voucher (AC92) and RF Cumulative Form. 9 – Form 6 and Form 4: Output file produces both the NYS Standard Voucher (AC92) and RF Catch All Form. |
Once a draft invoice is created, it should be reviewed and the appropriate action taken. The table below describes corrective actions to take based on findings during invoice review.
Review Findings |
Invoice Action |
Review complete and no corrective action required. |
|
Comment is required on the invoice. |
|
Invoice certification is missing or incorrect. |
|
Invoiced amount is incorrect for an event-based invoice. |
|
Invoiced amount is incorrect for a cost-based invoice. |
|
For more information, refer to the process help on how to Cancel an Approved, Released or Accepted Sponsor Invoice.
All invoices can be viewed in a PDF format which can be e-mailed to sponsor or attached in the Oracle system. Invoices will print with a cover sheet that includes all address lines. The cover sheet is designed for mailing in a window envelope.
Invoices print in different formats but will generally include the following information:
This information for the contact person can be changed by logging a Help Desk Ticket.
For further information, refer to the process help on how to View and Print a Sponsor Invoice in Grants.
Once released, the invoice is transferred to the AR module.
Note: The process to transfer invoices from Grants Management to AR occurs daily at 10:30 a.m. and 2:30 p.m., and nightly during processing.
Once the transfer to AR is complete, the invoice may be adjusted if necessary to reflect the amount invoiced to the sponsor (e.g., if a manual invoice was processed for a different amount) or the cash received from the sponsor (e.g., sponsor may withhold a portion of the payment until the final report is received.) For more information, refer to the Adjust an Invoice process help.
The following table provides scenarios for invoicing based on sponsor payment terms:
Sponsor Payment is based on . . . |
Billing Distribution Rule |
Billing Cycle |
Terms |
Billing Format |
Invoice Generation |
Submission of quarterly progress report. |
Event |
Automatic Payment |
AUTO |
2 – RF Fixed Price Invoice |
Invoice will be generated based on when the event is due and will be automatically transferred to AR. An invoice will print using the fixed price format. |
Cash received from multiple sponsors. |
Event |
Cash Driven |
AUTO |
No Print |
Invoice will generate based on when the event is due and transfer to AR automatically. No invoice will print. |
Established letter of credit. |
Cost |
Daily |
LOC |
Appropriate LOC account and LOC address are selected. |
Invoice will be generated daily based on costs incurred and automatically transferred to AR. |
Monthly invoice of costs incurred. |
Cost |
Last Day of Month |
Immediate |
1 – RF Cumulative Form |
Invoice will have to be reviewed, approved, and released before it is transferred to the AR module. Invoices will print using the cumulative format. Invoice due date will be the date the invoice is approved. |
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