Invoices and Collections

Sponsors are invoiced based on the frequency stated in the award. Invoices are based on actual expenditures posted to the university’s general ledger, and are issued the month following the invoice period. Encumbrances will not be included.

• Departments are responsible for ensuring costs are allocable to the project. (See Uniform Guidance – Costing Considerations for additional information).
• Departments must post expenditures in a timely manner to the appropriate account

The sponsor pays based on the completion of award deliverables. The OSP invoices the sponsor.

• The PI and/or the department administrator must notify the OSP when deliverables/task/milestones are met and provide supporting information.  
• The PI or department administrator must notify the OSP if deliverables/milestone are delayed and approved by the sponsor.
• The OSP will notify the department about any unallowable costs, and move those costs to an unrestricted funding source.

The sponsor sends payments based on the award schedule. The OSP invoices the sponsor to trigger the payment. Sponsor requires unexpended balances to be returned at the end of the project.  These are considered “cost reimbursable.”

The sponsor issues payments on a set schedule. When required, the OSP invoices the sponsor to trigger the payment.

• Invoicing is based on a pre-determined schedule and dollar amount.
• Submission of capitation information via the sponsor’s web portal by the PI or Research Study Coordinator may automatically generate a payment to the university. No invoice is required.
• Compensation is usually based upon a fixed amount per test or deliverable, with the PI and department keeping costs within the amount earned based on actual performance.
• Unspent balances may be retained by the university.

Note: All cost overruns (deficits) are cleared before transferring residual funds. The F&A rate is calculated on the total award amount and deducted from the residual funds. 

Invoicing is done on a pre-determined schedule and dollar amount based on the award and compensation is usually based on a fixed amount.  The university may not retain an unspent balance; residual funds to be returned must be clearly stated in the agreement. 

The sponsor allows the OSP to draw down funds directly via bank-to-bank transfer as expenditures are incurred.

If the sponsor has concerns of a discrepancy between our withdrawals and the total expenditures shown in the federal financial report, the OSP will work with the department to clarify these.

A final invoice is typically required 30-60 days after the award period expires. The final invoice includes  charges posted to the grant within 30-60 days after its expiration date. 

Our standard invoice includes current and cumulative costs (including cost sharing, breakdown by major cost category, sub-award or PO number, and certification, as required in 2.CFR 200.415(a).

A sponsor may require a non-standard invoice with PI or department input, the PI’s signature, or a summary of the work completed. The OSP will work with the department to complete non-standard invoices.

Invoice will not be generated or issued if:

• the final agreement is not signed
• The budget period has ended without an extension or renewal 
• The total expenses for the billing period are zero or a net credit
• The cumulative expenditures exceed the budget