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Event-Based
Billing
Distribution
Comptroller
GM
Billing Specialist
Related
Procedures
Event-Based Billing
Invoice Generation
& Review in GA
Ownership
The
Comptroller is responsible for ensuring that this document is necessary,
reflects actual practice, and supports University policy.
Occasionally,
sponsors request event billings. Event Billings include, but are not limited to
the following:
-
Lump Sum payments
-
Clinical Trials
-
Equal payments (Monthly,
Quarterly, Annually, etc.)
-
Milestone based
-
Prepayment*
*
All prepayment monies
received at the agency level or directly by the Office of Sponsored Programs
(OSP) must be properly deposited and applied at the customer level. Determine to which invoice the funds should
be applied.
Prior
to generating your first invoice …
-
Search for and open the award
for which you have an event bill requirement.
Grants Accounting
N ® Awards ® B ® Find ® B ® Open
Award Management
-
Verify the Customer Address
Alternative Region tab [Customer Address LOVs].
If the correct address is not available using the LOV, switch to the AR
Billing Specialist to add the address.
If you do not have the responsibility contact someone with the
responsibility to add the address.
-
Verify the Billing Contact
Alternative Region tab [Contacts]. If
there is a need for a new contact you can create a new contact within the
Contacts Alternative region. Use the
arrow key on your keyboard to move down to a blank line in the Contacts
block. To have the contact information
updated contact an AR Billing Specialist.
-
Verify the Billing and
Revenue Distribution Rules. Select the
[Compliances] tab. For Event Based G & C Awards the default is:
-
Billing Distribution Rule –
Event
-
Revenue Distribution Rule –
Cost
-
Verify the print option
within the [Billing Format] window.
-
Search for and open the award
for which you have an event bill requirement.
Grants Accounting
N ® Awards ® B ® Find ® B ® Open
Award Management: Compliances alternative region
2. Select [Events], the Events window will
appear, with the following information defaulted in:
-
Event Number (1 will default
in)
-
Date (this is the Award Start
Date)
-
Revenue & Bill Amount
columns ($0.00 will default in)
-
Description (Manual will
default in)
-
Org (The Award Owning Org
will default in)
Note:
Use the dropdown box or tab keys to move throughout the window. Once the event has been billed/invoiced the
[Billed] check box will be checked.
3. Enter values for the following in columns on
the Events window:
-
Enter the event number.
-
Enter the event date. The default is the Award Start Date, this
should be changed to the actual event or bill date.
-
Enter the installment number,
using the LOV, for the funding which the bill is based on.
-
Project number, using the LOV
to default in the project.
-
Exp Type, Exp Org, and
Revenue amount are not required at UVa and will gray out.
-
Bill amount; the total dollar
amount to be billed for the event.
-
Use the Tab key or your
dropdown box options to move to the Description region.
Values
for Columns on Events window continued…
-
Description (manual defaults
in and should be changed) is a free form field that should be meaningful to the
sponsor, because it will appear on the invoice as the line item.
-
The Organization is the award
owning org and defaults in. This does
not need to be changed.
-
Save Work.
-
Add additional events as
needed.
Effective: 06/10/09
Revision: 3 dhw
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