Collection of IRB Fees

Report
Invoicing, Cash
Receipts and Revenue
Recognition
Glenita Segura, Senior Finance Manager
Office of Sponsored Programs, Finance (OSPF)
Accounts Receivable Billing (AR Billing)
July 2010
Office of Sponsored Programs Finance
(OSPF) -AR Billing
The Accounts Receivable Billing area of Research Services is
responsible for the following:
•
•
•
•
•
•
Invoicing for different agreement types
Requesting cash through the Letter of Credit
Applying payments as they are received
Monitoring the revenue recognition process
Managing outstanding accounts receivable balances
Providing accounts receivable aging and revenue reports
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Agreement types invoiced by OSPF-AR
Billing
• Prepaid
– Sponsor pays upfront or scheduled payments
– Unexpended funds need to be returned to the sponsor
• Fixed payment
– Sponsor pays as milestones are met or scheduled payments
– Unexpended funds do not need to be returned to the sponsor
• Cost Reimbursable
– Sponsor agrees to reimburse UTMB for expenses as they are incurred
• Letter of credit (LOC)
• Manual invoicing
• Non-Grants Module Contracts
– Flat fee
– Cost reimbursement
– Fee for Service
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Agreement types invoiced by both AR
Billing and individual departments
• Case_Study
– Industry sponsored clinical trials
– AR Billing will invoice for non-refundable fees
– Department is then responsible for invoicing as
milestones are met
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Agreement types invoiced by others
• TMO(Technology Management Office) – Fixed or TMO – Cost
Reimb
– Invoiced by the Center for Technology Development (CTD)
• Contact Rhonda Warner, [email protected] or x20371
• Bill or Other
– Placed in Grants Module for tracking
– May or may not be invoiced by the departments
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What starts the process in the OSPF-AR
Billing Office?
1. Receive an email notification from Project Set
Up (PSU) that the project has been
established and is ready to use.
2. Review the contract, activate the contract and
establish the billing and revenue plan.
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Prepaid
• What it looks like in general ledger:
– Cash is received
• Credit to deferred revenue (account 208060)
• Debit to cash at the operating unit level for the project.
– Expenses are incurred
• Entry for the expense is to debit the expense account (5xxxxx) and credit
cash at the project level.
– Revenue is recognized
• Entry for the revenue is to credit/increase revenue (4xxxxx) at the project
level and to debit /decrease deferred revenue (208060) at the operating unit
level.
– The expense and revenue recognition processes are completed nightly.
– No revenue will be generated if the amount of expenses are over the
budgeted amount.
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Fixed
•
Expenses are incurred
– General ledger entry is recorded for the expense to debit the expense account
(5xxxxx) and credit cash at the project level.
– This process is completed nightly.
•
Monthly, revenue is recorded based on a percentage of the total award
amount to account 4xxxxx at the project level and an unbilled AR (114090)
at the operating unit level.
•
Milestones are completed
– Sponsor will send the payment.
– Payment is received, the invoice is created.
– This invoice will transfer the amount of cash received from unbilled AR to billed
AR (account 114050).
– The payment is applied to the billed AR.
– PI/Department should notify AR Billing of the milestone completion so that
receipt of payment can be monitored.
– Occasionally, the sponsor will send payment based on the agreement.
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Cost Reimbursable
• What it looks like in general ledger:
– Expenses are incurred
• Entry for the expense is to debit the expense account (5xxxxx) and credit
cash at the project level.
– Revenue is recognized
• Entry for the revenue is to credit/increase revenue (4xxxxx) at the project
level and to debit /increased accounts receivable (114090) at the operating
unit level.
– The expense and revenue recognition processes are completed nightly.
– No revenue will be generated if the amount of expenses are over the
budgeted amount.
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Cost Reimbursable
• Invoices are created
– The invoice amount will be transferred from unbilled AR (account
114090) to billed AR (account 114050) at the operating unit level.
• Invoicing is processed weekly for DHHS awards.
• Invoicing is processed monthly for all other LOC non-DHHS awards.
• Invoicing for non-LOC cost reimbursable awards is completed monthly.
– Concurrence is requested on the final invoice of the award.
– Notification of any outstanding invoices to vendors is also requested.
• Invoices are only billed for amount of expenses, it does not include
encumbrances or pre- encumbrances.
• When the payment is received it is applied to the billed AR.
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Non-Grants Module Contracts
• Expenses are incurred
– General ledger entry is recorded for the expense to debit the expense
account (5xxxxx) and credit cash at the project level.
– This process is completed nightly.
• Invoices are created monthly
– Debit to AR (accounts 114120 or 114145) at the operating unit level.
– Credit to revenue (accounts 4xxxxx) at the project level.
• Flat fee – same amount each month.
• Cost reimbursement – based on allowable expenses per the contract.
• Fee for Service – based on invoice prepared by department.
• When the payment is received it is applied to the appropriate AR
account.
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Case_Study: Industry Sponsored Clinical Trial
AR Billing
•
Email notification from Project Set Up (PSU) that the clinical trial project has
been established and is ready to use.
•
Receive a notice that IRB has been approved.
•
Review contract and invoice sponsor for all initial fees that can be invoiced
– IRB fee (Full or expedited review),
– Admin fee
– Any one-time start up fees
•
When the money for the initial invoice is received it will be recorded as
revenue
– The IRB fee - account 430040 in the IRB class.
– The remainder of the payment received will be recorded as direct revenue
(411010) and indirect revenue (411030) in the clinical trial project established by
PSU.
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Case_Study: Industry Sponsored Clinical Trial
Department
• As the department enters patient related data into the
case report forms/electronic database, payments from
the sponsor will be generated for work performed.
– Payments will be recorded as revenue, PS accounts
411010 or 411030, in the clinical trial project established
by PSU.
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Payment Information
• All payments made via checks should be sent to a UTMB lockbox
account per IHOP- Policy 4.4.13 Cash Handling and Reporting
http://www.utmb.edu/sacs/report/Sources/IHOP_4_4_13.pdf
• Payments made via check should be made payable to The University of
Texas Medical Branch at Galveston and sent to the Research Services
lockbox at the address below:
UTMB
Office of Sponsored Programs
PO Box 4786-750
Houston TX 77210-4786
• For electronic payments please contact Gayle Praker at extension
69465.
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Payment Information (cont.)
•
If you receive a check directly from a sponsor
• Make a copy for your records
• Ensure that the PI name, CON number, project number, protocol number, and any other
information that will help identify where the money belongs is on the check stub.
• Forward the check and a completed ‘Deposit Form For Lockbox’ to Gayle Praker at
route number 0156 for deposit into the Research Services lockbox.
http://www.utmb.edu/accounting/forms/grts_deposit.xls
•
Any payments in foreign currency will be delayed 30 to 60 days due to the
conversion time. The converted amount will be applied to the award.
•
Any wires received from a sponsor may be reduced by the wire fee.
•
Copies of checks and documentation received from the bank is sent via email to
the departmental contacts for each department. This email should be received
within 2 business days of the payment posting.
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Where to Find Financial Information
•
PeopleSoft Grants Module Account Status Inquiry Screen
– Available spending authority
– Reflects the budget that has been loaded less any expenses incurred,
encumbrances or pre-encumbrances obligated to the project to date
– Does not reflect the money or payments you have received from the sponsor.
•
Financial Datamart
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–
–
–
•
View revenues and expenses
‘Project Ledger Summary by Project Years’ – provides summary information
‘Project Detail Transaction by Project Years’ – provides the detail for the project
‘Balance Sheet by Sub Fund’ – balance sheet activity
Ask your Trusted Requestor for access
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Contact Information
Name
Glenita Segura
Primary Responsibility
Manager
Larry Copado
Non-GM contracts
Hehua (Hope) Liu
Fixed
[email protected]
Jim Lombardo
Reports
[email protected]
Gayle Praker
Payments
Candy Quintanilla
Cost Reimbursable –
Manual invoicing
Cost Reimbursable LOC
Prepaid
Ben Robertson or
Neil Santana
Xiaoying
(Sharon)Wang
Extension
69460
Email
[email protected]
69494
[email protected]
69463
[email protected]
[email protected]
69453
[email protected]
[email protected]
[email protected]
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