Invoicing Sponsors
SPA administers all invoicing per award requirements through Workday. Department personnel should refer all calls and correspondence regarding invoice submission to SPA. Department personnel and PIs should never invoice a sponsor nor promise an invoice by a certain date.
Invoices are prepared based on the expenditures reflected in Workday. Departments should review grant expenditures monthly.
Final invoices can be prepared based on expenditures incurred but not recorded in Workday if the SPA contact is given proper supporting documentation. This may include copies of invoices, payroll costing allocations, or payroll accounting adjustments. All necessary documents must be provided with sufficient time for SPA to submit (including mail time) the final invoice by the required due date to the sponsor. Final invoice deadlines can vary by sponsor and agreement. The Award Billing Notes, on the Overview tab, usually outlines the final invoice due date. Unless otherwise stated in the terms and conditions, below are the common due dates for final invoices based on Sponsor Type.
- Federal projects are typically due within 90 days of expiration
- Federal Pass Thru projects are typically due within 45 days of expiration since pass thru entity must submit their final within 90 days
- Most state agencies require the final invoice between 5 – 45 days after the expiration date. June invoices for State agreements are generally due between July 1 and July 15.
All reconciling items must be coordinated with the assigned SPA contact. The SPA contact can be found on the Assigned Roles tab of the award (Award Billing Specialist or Award Billing Manager) or the Roles tab of the grant (Grant Manager). Click the related actions icon next to the Grant ID to access the Grant Preview screen where the SPA Contact can be seen under Leadership Roles.