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Procedure: 5-20

Effective: October 1, 2001

Owner: Office of Sponsored Programs

Latest Revision:

Event-Based Billing

Procedure Steps

Scope | System References | Policy | Responsibility | Distribution | Ownership


This procedure covers the billing and payment process for event-based sponsored programs and deals with the revenue which results from "event-based" requests for payment. State law requires that checks for amounts in excess of $200 are deposited within 24 hours of receipt.

System References [Top]

Check Transmittal Form

Policy [Top]

Policy V.C.1 -- Event-Based Billing
Policy II.E.4 -- Controlling Cash Items

Responsibility [Top]

The Associate Comptroller in the Revenue Collections Department is responsible for ensuring that moneys are received, deposited and identified accurately and in a timely manner.

The Department and School Research Administrators are responsible for ensuring that moneys are received, deposited and identified accurately and in a timely manner.

Distribution [Top]

Associate Comptroller - Revenue Collections
Cashier - Revenue Collections
Assistant Vice President for Research Administration, Sponsored Programs
Director of Operations, Sponsored Programs
Grants Specialist - Office of Sponsored Programs
Grants Administrator - Departments and Schools

Ownership [Top]

The Assistant Vice President for Research Administration in the Office of Sponsored Programs is responsible for ensuring that this procedure is necessary, reflects actual practice, and supports University policy.

Procedure Steps [Top]

This activity is performed whenever the University receives funds which are generated from events as opposed to invoices or bills. Event-based agreements involve the generation of a report to be submitted to the Sponsor as a condition for payment. Clinical trials are an example of this kind of situation. See Diagram of workflow below. It is imperative that checks are deposited within 24 hours of receipt, in accordance with State policy.

  1. The report is distributed to the sponsor by the Principal Investigator or their administrative representative (In the case of clinical trials in the School of Medicine, for example, this will often be the Clinical Coordinator.). The School's Research Administration Office (in the School of Medicine this is the Office of Grants and Contracts, in the School of Engineering and Applied Science this is the Office of Post-Award Administration, and in the School of Arts and Sciences this is the Office of Research Administration) and the Office of Sponsored Programs (OSP) will provide support as requested.

  2. In response to the report, a payment is made by the sponsor.

  3. If the check is received by the investigator or in the department,

    1. The check transmittal form is filled out as far as possible.
    2. The check is routed to the School's Research Administration Office, along with the check transmittal form.
    3. The School's Research Administration Office verifies and completes the check transmittal form as needed. If possible within the required deposit deadline, the Research Administration Office ensures that the check is matched to the correct proposal or existing award. However, this should not delay the routing of the check for timely deposit within the terms of the 24 hour state guidelines. Reference materials and other paperwork can follow subsequently.
    4. The check, check transmittal form and (if possible) any necessary documentation are sent forthwith to Revenue Collections for deposit within 24 hours of receipt.
    5. Copies of the check and transmittal form are sent to OSP with any associated correspondence and documentation, including a goldenrod if necessary.
    6. OSP coordinates with Revenue Collections and the School Research Administration Office for depositing the check to the correct account.

  4. If the check has been sent directly to OSP,

    1. OSP fills out a check transmittal form and promptly sends the check to Revenue Collections for deposit.
    2. If possible in an accurate and timely fashion, OSP matches the check to the proposal before sending the check over to Revenue Collections.
    3. If such an identification is not possible within the required time limits, OSP will send copies of checks and documentation to the school Research Administration Office for matching. In any event OSP will forward copies of any relevant documentation to the School/Department for their records.

  5. Revenue Collections deposits the check to account by sponsor and applies the money to the correct account.

  6. OSP generates an internal Oracle invoice to allow the check to be deposited to the correct award, modifies or creates a new award as appropriate and generates a UVa. notice of project/award to that effect.

Note: Supplementing the award and generating a notice of project/award will not generate a new project, unless the award is new.

Note: If multiple checks are received on the same award, they may be processed on a single check transmittal form.

Note: Checks should be deposited in accordance with University Policy II.E.4 -- Controlling Cash Items.

See Process Flow Chart for more information..



End of Activity



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