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 V.C.1 -- Event-Based Billing
Policy II.E.4 -- Controlling Cash Items
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.
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
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.
- 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.
- In response to the report, a payment is made by the sponsor.
- If the check is received by the investigator or in the department,
- The check transmittal form is filled out as far as possible.
- The check is routed to the School's Research Administration
Office, along with the check transmittal form.
- 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.
- The check, check transmittal form and (if possible) any necessary
documentation are sent forthwith to Revenue Collections for deposit
within 24 hours of receipt.
- Copies of the check and transmittal form are sent to OSP with
any associated correspondence and documentation, including a goldenrod
- OSP coordinates with Revenue Collections and the School Research
Administration Office for depositing the check to the correct
- If the check has been sent directly to OSP,
- OSP fills out a check transmittal form and promptly sends the
check to Revenue Collections for deposit.
- If possible in an accurate and timely fashion, OSP matches the
check to the proposal before sending the check over to Revenue
- 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.
- Revenue Collections deposits the check to account by sponsor and
applies the money to the correct account.
- 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
End of Activity