INTRODUCTION/PURPOSE
To streamline sub-award invoice payments and comply with Accounts Payable Services policies, OSP Cost Accounting is migrating the submission of sub-recipient invoices for approval and payment into Jaggaer. The instructions that follow detail the process of submitting sub-award invoices, how to identify the correct FOAPAL, and how to determine whether a sub-recipient invoice has been paid in Banner.
POLICY
See sections E-4 through E-7 in APM 45.15. Subawards and Subcontracts
PROCESS
Once an invoice from a sub-recipient has been received and reconciled in accordance with the Sub-award Invoice Best Practices Checklist (see attached PDF) and PI approval obtained, invoices are to be inputted into Jaggaer and routed to OSP for reconciliation and approval to pay.
This procedure replaces the prior process where invoices were emailed to OSP Cost Accounting, reconciled, and sent to Accounts Payable for payment. The invoice, any supporting documentation (as noted in the sub-award agreement), and with PI approval, will be uploaded to the workflow within Jaggaer similar to how they would have been emailed to OSP Cost Accounting.
PROCEDURE
To initiate a subaward invoice payment through Jaggaer, start by clicking on the ‘Payment Request’ button at the bottom of the Jaggaer home page.
Continue with entering the sub-recipient’s information in the Supplier field. For the given example, Saulgill LLC dba Arrowleaf Consulting was used.
The details from the invoice will be entered into the corresponding categories including invoice number, date, amount, due date, and a description of the expenses. The comments should include the invoice period of performance, grant code, and sub-award number, at a minimum. Attach the invoice, any accompanying documentation required by the su-baward agreement and risk assessment, and the PI approval email. At the bottom of this page, check the box for ‘Sub-Award Payment’. This will route the invoice to OSP’s review. Click on the top right yellow button to ‘Add and Go To Cart’ or ‘Save’ if there are any updates needed (as in this example).
At this point, you can review the pertinent details of the invoice to be paid before proceeding to checkout where the project budget and any ad hoc approvers needing to be included can be added.
If you need an ad hoc approver to be included, please add them at this time. When entering the accounting string (FOAPAL), be sure to use the index and fund code specifically associated with the sub-recipient’s funding and not the main UI grant index. It is also necessary to add the Account code field for that index. UI sub-awards utilize ES-codes (ex: ES001) in place of the usual E-codes (ex: E5724). Typically speaking, the first sub-award on a sponsored project will utilize ES001 as the expense code, ES002 for the second sub-award on the same project, and continue in that manner with each additional sub-award. Each sub-award on the same UI project will utilize a separate index, fund, and separate ES-code. ES-codes are programmed by Post Award and tied directly to the index. In this example, Saulgill LLC’s account code is ES003 as the third sub-award on UI AA6006
Sub-award Invoices must be approved by OSP prior to posting to sponsored projects. This process has been curated within Jaggaer so that these invoices will be routed to OSP for review and approval. A quick and easy check is to look for the listed next step to be Grant Approval and/or OSP approvers along the right-hand side of the workflow.
Once the accounting information has been entered and the approvers checked, the cart can be submitted at the top right-hand corner of the workflow.
After initial invoice submission, OSP will review the submitted invoices in Jaggaer to ensure that the expenses to be reimbursed fit within the awarded budget categories, prime award period of performance, ensuring the invoice contains all requirements, and all required documentation to accompany the invoice is present. During the reconciliation stage, OSP enters the expenses into a sub-recipient expense table in VERAS created by Contract Review once the sub-award has been fully signed and executed. If all areas are complete and correct for reimbursement, OSP will approve the requisition in Jaggaer.
If any discrepancies exist with the expenses, invoice, or documentation, OSP will return the requisition to the requisitioner indicating what updates or missing information is needed. This correspondence will remain in Jaggaer for an audit trail.
To determine whether the invoice has been paid in Banner, in FRIGITD, enter the specific sub-award index you’re inquiring about, and leave the By Sponsor Account box unchecked. With this example, the index 771857 was used and returned the paid activity-to-date on this sub-award.
By clicking on the ‘Activity’ field and then ‘Related’ will bring up the option to use the Banner screen ‘FRIGTRD’ that will allow you to drill down into what comprises the total activity.
This will allow you to identify which invoice/s have been paid out. With the conversion to Jaggaer, anything with a ‘Q’ will have been processed in Jaggaer. You can enter the respective document into Jaggaer to review the documentation.
If there are any specific questions on the invoicing process migration to Jaggaer, please feel free to reach out to UI Office of Sponsored Programs.
NOTES AND COMMENTS
DOCUMENT OWNER
Office of Sponsored Programs - Email OSP
Financial Shared Services - Email FSS
NOTES AND COMMENTS
The document is intended to be a user-friendly, step-by-step guide to helping departmental personnel navigate and successfully process university transactions and records.
DOCUMENT OWNER
Office of Sponsored Programs