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Transcript of Invoicing, Financial Reporting, & Cash Receipts Date Presenter Name Presenter Phone Number Presenter...
Invoicing, Financial Reporting, & Cash
Receipts
DatePresenter Name
Presenter Phone NumberPresenter E-mail Address
2
Types of reporting
• Financial– Normally prepared by campus / unit
business office• Invoices• Financial reports
• Technical– Normally prepared by PI
3
Typical requirements• Typical reporting requirements on a
Federal award:– Monthly electronic drawdown of funds via
letter-of-credit• Amount drawn is based on previous month’s
expenditures– Annual financial report– Annual technical report– Final financial report– Final technical report
• However, UT will send invoices and reports in whatever manner the sponsor prescribes in the award document
4
Types of invoices
• Invoicing Type– Resource-related– Schedule– Milestone– Item-based– Letter-of-credit– None – automatic
payments– N/A – not applicable
Invoicing information is shown on the cust. enhancement tab of CJ20N for the WBSE
5
Resource-related type• Resource-related invoicing type
– Also called cost type or cost reimbursement– The most common type of invoice that UT sends– UT’s default invoicing method with a standard form
• UT invoices actual expenses that have posted to the restricted WBS element in the previous period– Always a time lag and normally a deficit balance on
the account– May be monthly, quarterly, semi-annual, or annual
frequency• UT’s preference and default frequency is monthly• Based on the calendar, for example, quarterly means
3/31, 6/30, 9/30 & 12/31– May be interim or final invoice
6
Schedule type
• Schedule invoicing type– Invoices are sent based on a prescribed
schedule of regular billing amounts at regular intervals
• For example, the award document specifies that UT must invoice $1,000 per month for 12 months
– Invoicing does not follow actual expenditures• At any given point in time, UT may have invoiced
for either more or less than actual expenditures that have posted to the WBSE
• By the end of the award, invoicing and expenditures should be approximately equal
7
Milestone type
• Milestone invoicing type– Invoices are sent based on prescribed dates
for irregular billing amounts and / or irregular intervals
• For example, the award document specifies that UT will invoice $20,000 on January 15th, $50,000 on June 30th and $50,000 on July 15th
– Invoicing does not follow actual expenditures
• At any given point in time, UT may have invoiced for either more or less than actual expenditures that have posted to the WBSE
• At the end of the award, invoicing and expenditures should be approximately equal
8
Item-based type• Item-based invoicing type
– Invoices are sent as needed• Example
– The award document specifies that UT will invoice $2,000 per test case completed
– In August, the PI provides the campus / unit business office with required information about 10 test cases that have been completed
– An invoice is then prepared and sent for $20,000
– Invoicing does not follow actual expenditures• At any given point in time, UT may have invoiced
for either more or less than actual expenditures that have posted to the WBSE
9
Letter-of-credit type
• Letter-of-credit type– LOC’s exist with most large Federal agencies– UT requests funds electronically on at least a
monthly basis, usually right after month-end closing
• Requests are for expenditures that have posted to the WBSE since the previous funds request was made
– Cost reimbursement basis
• Requests may be for hundreds of accounts and may total millions of dollars
• Funds are wired to UT within 48 hours
10
Automatic payments type
• Automatic payments invoicing type– UT is not required by the award
document to send invoices to the sponsor• For example, the sponsor may pay the
entire award amount up front• For example, the sponsor may make
periodic payments – maybe upon receipt of technical reports
11
Other situations• Miscellaneous
requirements are usually noted in PS Text on CJ20N– Backup documentation
required– Multiple copies of
invoice sent to different addresses
– Invoice sent to a particular person at a sponsor
– Task or milestone information required to be printed on invoice
– Special forms needed
PS Text is shown on the WBSE on CJ20N
12
Invoice forms
• UT has standard invoice forms that are used as the default forms if no other is specified in the award document– Resource-related form– Schedule / milestone / item-based form
• Federal agencies use standard forms– SF270, 1034, etc– State agencies have various forms– Private companies usually accept UT’s
standard
13
Timeliness of invoicing
• Important because– Sponsor expects it
• Private companies expect UT to act like a business and bill promptly
– Protect UT’s reputation for fiscal responsibility• Late, incorrect and revised invoices and
financial reports are bad
– Speeds up UT’s cash flow
14
Timeliness of initial invoice• Dependent upon
– Timely setup of WBSE• Get Advance WBS Element, if necessary
– Timely charges• For resource-related and LOC invoicing types
because actual expenditures for the previous period are invoiced
– Doesn’t matter for schedule, milestone, etc.
• Automated charges post to correct cost object– Notify Payroll via PIF and service centers of new
WBSE # to charge
– Timely invoice preparation by CBO
15
Timeliness ofinterim invoices
• Dependent upon– Timely charges
• For resource-related and LOC invoicing types because actual expenditures for the previous period are invoiced
– Doesn’t matter for schedule, milestone, etc.
– Avoiding overexpenditures or removing them promptly
• For resource-related invoicing type where UT sends a line-item invoice form
• CBO may not be able to invoice because they don’t know from which cost elements the overexpenditures will be removed
– Timely invoice preparation by CBO
16
Timeliness of final invoices• Dependent upon
– Timely charges• For resource-related and LOC invoicing types
because actual expenditures are invoiced– Doesn’t matter for schedule, milestone, etc.
– Due date in the award document• Research office tries to avoid unreasonable terms,
such as final invoice due 10 days after ending date
– Timely cost transfers, if they are needed• All cost transfers must be posted by 60 days after
the end date or 30 days before the final invoice is due (whichever comes first)
– Timely invoice preparation by CBO
17
Financial reports• Financial reports are due
– As specified in the award document– As specified by the Federal agency in their
grant policy manual– On an interim and / or final basis
• Interim financial reports are often due at the end of each grant year
• Final financial reports are usually due by 90 days after the ending date of the award
– Federal reports are usually on a standard Federal form and some are submitted electronically
18
Timeliness offinancial reporting
• Deadlines that UT must meet– Final invoice and / or financial report is
normally due by 90 days after the end date of the project
– All charges must have posted to the WBSE by 60 days after the end date of the project (or 30 days before due date)
• Important for good sponsor relations– Incorrect / revised financial reports cause
UT employees more work and makes us look bad to the sponsor
19
Monitoring invoicing
• Academic departments / PI’s should monitor invoicing and collection activity on a regular basis– Invoicing information is shown on
several IRIS reports• ZDEPT_LEDGER (ledger)• ZFM_WBS_SUMMARY (one-page summary)• Others such as CJI3 (line item report),
Y_DEV_17000002 (available budget report), and FMRP_RFFMEP1AX (line item report)
20
ZDEPT_LEDGER (ledger)
• Total sources of funds = $455,651.36 project-to-date
21
ZFM_WBS_SUMMARY
• Letter of credit invoicing type
• Net revenue = $455,651.36 project-to-date
22
Other reports
• Invoicing normally appears in cost elements 700800 and 700300
• Total invoicing project-to-date = $455,651.36
23
Cash receipts
• UT’s sponsors normally pay promptly– Most are government agencies
• Delays sometimes occur– Incorrect invoicing address or form– Waiting on technical report from PI
• Non-collection sometimes occurs– Private, start-up companies– Cash-flow problems, bankruptcy– Write-off to departmental funds
24
Collection procedures• CBO’s send late letters to sponsors after an
invoice has been outstanding for more than 60 days
• CBO’s telephone sponsor financial contacts• CBO’s should notify academic department
and PI if there are payment problems – PI may be asked to telephone sponsor technical
contacts• CBO’s ask UT’s legal counsel for assistance
as a last resort• Bad debt is written off to academic
departmental funds
25
Monitoring collection
• CBO’s are primarily responsible for monitoring collection from sponsors; however, academic departments should also monitor– Since it is their funds at risk– Dept should call CBO with questions /
concerns• Use IRIS transactions to find the
outstanding invoices for a particular WBS Element– ZAR_AGING– Z_AR_STMT_ACCT
26
ZAR_AGING
• The report lists all unpaid invoices for the WBS Element selected– Invoice date– Invoice
amount– # of days
unpaidInvoices greater than 60 days old
are considered past due
27
Training classes• 1 Overview of Accounting for Sponsored Projects• 2 OMB Circulars & Cost Accounting Standards• 3 Understanding F&A Costs• 4 Direct Costing• 5 Cost Transfers & Closeout• 6 Cost Sharing• 7 Subcontract Monitoring• 8 Advanced Topics• 9 Invoicing, Reporting & Cash Receipts• 10 Sponsored Projects Reports in IRIS
• Other – IRIS reporting for sponsored projects