As defined above, the paymentĭue date is based on the billing terms of the award and the invoice date.Ĭollection procedures may vary depending on the sponsor and/or campus procedures. Days Past Due – The system-calculated number of days that the payment is past due at the time that the report is run.The table below provides an example of the relationship between the invoice date and billing terms in determining when payment is due from a sponsor. Due Date – Due date of the invoice based on the relationship between the invoice date and the billing terms of the award defined in the Award Management.Note: This field can be changed by the user when releasing the invoice. Invoice Date – Date the invoice was released in the Grants Management module, or the date the advance invoice was created in the AR module.To an advance invoice created in the AR module. AR Invoice Number – 6-digit unique number assigned in the AR module to an invoice that is approved and released, or the invoice number that is assigned.The report includes the customer (sponsor) name, award number, invoice amount, current balance due, as well as the following information: This report should be run at least monthly or more frequently, if possible. However, the RF Past Due Invoice Report is the recommended tool for identifying outstanding invoices that require follow-up with a sponsor. Oracle reports and Discoverer queries may be used to identify which awards require follow-up activity. For centralized campuses, the Office of Sponsored Program Services performs this function. Technical Report has not been received.įor decentralized locations, the campus is expected to make all necessary and reasonable efforts to collect overdue payments from a sponsor.Invoice is not accurate and needs to be corrected.Funding has lapsed or budget approval is needed.Invoice is not submitted on a timely basis in accordance with award terms.Invoice amount exceeds the total budget amount.Invoice includes disallowed expenditures.A project deliverable has not been submitted.There is a dispute regarding work performed.Sponsor is experiencing cash-flow problems and cannot pay.Sponsor has made a partial payment of the invoice.Additional back-up documentation required.Sponsor received but cannot locate invoice and needs an additional copy.Some of the common reasons for delayed payment include the following: While many sponsors will routinely process and pay invoices in full, this does not occur in some situations. If there are know receivable issues, it is recommended that payment is received at the time the contract is fully executed. Operating locations should have campus-specific policies on whether to accept an award if there are known receivable issues with a sponsor.
#Past due payment full
If an invoice is not paid in full within the billing term, it is considered “past due.” Procedures for follow-up on past due invoices should be performed in a timely basis throughout the term of the award and after the award end date has been reached until the award is closed. If this is not possible, an extension should be requested from the sponsor.
It is imperative that sponsor deadlines are met and that deliverables are completed.
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