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Contents
Overview:
This video covers the intricacies of invoicing and payment processes for sponsored research at Mines, emphasizing the importance of compliance with sponsor requirements, timely submission of deliverables, and cost share commitments to ensure efficient financial operations and successful project outcomes. It also highlights the need for clear communication, proactive management of changes in sponsor information, and responsiveness to requests for documentation to facilitate smooth invoicing and payment processes.
1. Enter the Driver Worktag # on the search bar, select the Award Driver Worktag:
2. Navigate to “Overview,” and Select “Attachments”
3. You will find a list of Invoices. When an invoice is paid, it will be labeled as “Paid.”
4. For payments prior to FY24, you can find this information in CRS.
- Open the consortium index
- Under Members Tab
- Click on the magnifying glass
- Under Consortia Membership Fees
- Paid Date and Amount Recorded
Consortia budgets are entered when payment is received in full.
The procedure below is to provide guidance on how you can find each budget entry and for which membership payment.
1. On the search bar enter “Find Budget Amendments.” Select the Fund Budget Amendment report. Enter the following in the prompt:
- Company = CSM
- Budget Structure = Award Budget Structure
- Budget Name = enter the Consortia Driver Worktag #
- Then select “Ok.”
Under Description is where you will be able to identify the member & membership period.
1. In the search bar, enter the Award Driver Worktag #. The award will appear, select the Award.
2. Select the Billing & Receivables tab.
3. Select the Billing Schedule:
4. Select the Customer Invoices tab.
5. In this screen, you can locate the Invoices that has been generated. The invoice must have an “Approved” status. If the invoice has a “Canceled” status, that means that the invoice was cancelled therefore invalid.
- Total Invoice Amount = Invoice amount
- Total Amount Due = Outstanding amount.
- If Total Amount Due = $0.00, then that means the invoice was either paid in full or canceled.
Invoices: Please do not print invoices and submit to Sponsors. This task is performed by the ORA billing team.
Payments: are recorded on a daily basis.
If there is still an outstanding amount due it could mean either:
- Payment has arrived at Mines but has not been applied or
- Sponsor has not paid the invoice
Invoice Submission status: Invoices are submitted according to the award agreement. The sponsor may require that invoices are submitted via the Sponsor’s Portal, via Email, and/or physical address. This is performed outside of Workday, therefore an invoice submission status is not available in WorkDay. If the Sponsor’s submission requirement is for ORA to submit invoices via email. You may request to be included on that email submission, please email researchbilling@mines.edu with that request.