New Subaward Invoice Process Live Now
Research Financial Services has been leading a team with Enterprise Applications Group (EAG) and Office of Sponsored Projects Administration to create efficiency in processing subaward invoices, while meeting federal compliance standards. The EAG team developed an outstanding program to establish electronic approval for subaward invoices. The pilot has successfully been completed and effective September 29, all subaward invoices will be under the new process.
Under the new process, the subrecipients email invoices directly to Accounts Payable Services (APS); eliminating the need to pass around paper by the department. APS posts the invoice directly to SAP and attaches the documentation to the FI document, which is stored electronically. The program then automatically blocks the invoice from payment until invoice approval is obtained. An email is generated to the person responsible for subaward invoice review in the department and a workflow task is established. This person is designated in GMGRANTD on the responsibilities tab as SIR – Subaward Invoice Reviewer. Each workflow task includes the invoice documentation to review in pdf format, eliminating the need to go to a separate location or program to obtain the information. Once the preliminary review is complete, the invoice moves to the PI for final programmatic approval. An email and workflow task is generated for this stage of approval as well. Once the PI approval is obtained, the block is released and the invoice will be paid. If a SIR is not listed, the task will go directly to the PI.
As of 9/29, if you should receive a subaward invoice in your area, you should notify the subrecipient that they must submit electronically to APPOinvoices@uky.edu. The invoice should not be forward to Accounts Payable services by department. APS will only pay from invoices submitted directly to them by subrecipient to avoid potential duplicate payments.
Presentations, Quick Reference Cards and FAQ’s may be found at the Research Financial Services website under Subaward Monitoring. Please direct any questions or issues to the subawards@uky.edu email address.
It is important to identify the Subaward Invoice Reviewer for the awards now to ensure an easy transition for the new process. The Financial Administrator in Research Financial Services can add the SIR responsibility to individual grants or you can send a complete list for mass updating to subawards@uky.edu.