Manage Award Billing

LOC Accounts

Desk Procedures

Table of Contents 2

Overview 3

Roles and Responsibilities Applicable to Business Process 4

Financial Policies and Procedures 4

Evaluate the “Other” LOC Contracts 5

Roles Applicable to this Sub Process 5

Query for OLT’s by LOC ID 5

Place Bill Plans on Hold 10

Roles Applicable to this Sub Process 10

Update the Bill Plan General Page 10

Process As Incurred Billing (LOC) CA_BI_INTFC 13

Roles Applicable to this Sub Process 14

Process As Incurred Billing 14

Run the Billing Interface 20

Roles Applicable to this Sub Process 20

Run the Billing Interface (BIIF0001) 20

Correct Interface Errors 24

Review the LOC Summary Page 27

Roles Applicable to this Sub Process 27

Review the LOC Summary 27

Delete the Billing Worksheet 29

Generate and Print a Proforma LOC Report 30

Roles Applicable to this Sub Process 30

Generate and Print a Proforma LOC Report BIJOB50 - draft 31

Approve the Billing Worksheet 35

Roles Applicable to this Sub Process 36

Approve the Billing Worksheet 36

Generate (Finalize) LOC Draw 37

Roles Applicable to this Sub Process 37

Generate the LOC Draw BIJOB50 Finalize 37

Take Bill Plan off Hold Status and Release the OLT Transactions 42

Roles Applicable to this Sub Process 42

Reactivate Bill Plans and Release OLT Transactions 42

Review/Update the Billing Worksheet 50

Roles Applicable to this Sub Process 50

Access the Billing Worksheet 50

Review the Billing Worksheet 52

Update the Billing Worksheet 52

Overview

Some federally sponsored projects require that the University complete a Letter of Credit (LOC) draw to receive payment for expenses incurred. For these accounts it is not necessary to create individual invoices for submission to the sponsor. Each sponsor, or division thereof, that requires LOC draws is assigned an individual identification number that is known as a Letter of Credit ID (LOC ID). For these accounts a type of consolidated invoice will be created for all contracts by this LOC ID. What this means is that a single invoice will be created for all accounts, by sponsor and LOC ID, that have billable transactions.

There are 2 different types of LOC draws that will be completed by the University, Direct and Preapproved or Non Direct and Non Preapproved. All DHHS and NSF accounts fall under the Direct and Preapproved type of draw and all other sponsors fall into the Non Direct and Preapproved or “Other LOC” category. The only difference between the two types of draws is that the Direct and Preapproved process has the majority of the steps automated. For DHHS and NSF LOC accounts the SFR A/R Accountants will start the process with the “Generate (Finalize) LOC Draw” process in this document the “Other LOC” accounts will need to complete this entire process.

This document will walk the user through all of the sub-processes that are associated with the Manage Award Billing Letter of Credit Process

Ø Process a Letter of Credit Contract

Ø Billing Interface

Ø Billing Worksheet

Ø Process a Proforma Letter of Credit Summary

Ø Finalize a Letter of Credit Summary

Ø Nightly Batch Processes

Ø Void an Invoice

Frequency / Weekly or Monthly
Module/Tables / Contracts and Billing
Documents Used / Letter of Credit Summary
Approval Points / As Required - Fiscal Officer, Principal Accountant (Manual Process)

Roles and Responsibilities Applicable to Business Process

Process a Letter of Credit Contract – SFR Accountants and A/R Accountants

Financial Policies and Procedures

TBD

Evaluate the “Other” LOC Contracts

Letter of Credit processing will happen in 2 different manners. The first method will be the Direct and Pre Approved invoicing process for all DHHS and NSF LOC accounts. These LOC accounts will not have Billing Events established so will never display on the users Invoicing Workbench. The CA_BI_INTFC for these Contracts will be processed through batch jobs on a weekly basis and require no interaction from the SFR Accountants at this point. For processing instructions for DHHS and NSF accounts move forward in this document to the Generate (Finalize) LOC Draw section.

The second group of LOC accounts will require user intervention from the beginning. All non DHHS and NSF LOC accounts, “Other LOC” will be processed in this manner. They will be executed much like the regular invoicing is completed except that there will be no billing events established for these accounts. The grant accountant will have the ability to review limits, expenses and defer transactions where needed. This process will be completed the last business day of each month.

Roles Applicable to this Sub Process

· SFR Grant Accountant

Query for OLT’s by LOC ID

Detailed Description: For an LOC account that is not set to Direct and Pre Approved invoicing (DHHS and NSF) the Contracts Module must pass to the Billing Module all of the expense lines in order to generate a LOC Draw report. The accounts will not be processed on a contract by contract basis as with regular invoicing, but by LOC ID except in the case where the LOC Contract is in overdraft and has Over Limit Transactions (OLT). This means that when the Process Billing job is run it will pick up all contracts that have expenses to be drawn on, which are assigned a particular LOC ID. The LOC ID is assigned at the Contract level.

The first step that the SFR Grant Account will need to do is execute a query to determine if any of the contracts associated with the LOC ID to be processed have overdrafts and then those that do will have to be excluded from the processing. The accounts that do have OLT’s will be dealt with on a contract by contract basis.

Navigation: Reporting Tools > Query > Query Manager

In the begins with field enter “SFR_LOC_OLT”
Select the Search Pushbutton, this will populate the Search Results portion of the page

Select the Excel link to kick off the query, a new window will be opened requesting the LOC ID to run the query against.

Locate the appropriate LOC ID from the table below for the sponsor that the draw is being executed for.

LOCID / SPONSOR / SYSTEM
8U43P / Corp for Natl and Comm Svc / PMS
2795491DOC / Dept of Commerce / ASAP
PWKAATZL / Dept of Defense-ONR / Payweb
2795491DOE / Dept of Energy / ASAP
A7188P1 / Dept of State / PMS
A1237P1 / Dept of Treasury-IRS / PMS
416007513J / DOJ-Off of Justice Prog / Phone in
416007516J / DOJ-Off of Justice Prog-Morris / Phone in
2795491EPA / Environmental Protection Agcy / ASAP
PWKAATZL-1 / Homeland Security-Payweb / Payweb
C1380P1 / Homeland Security-PMS / PMS
416007513H / HUD / Phone in
4W15B / NASA-AMES / PMS
A1376B1 / NASA-GLENN / PMS
8H29B / NASA-GODDARD / PMS
8H56B / NASA-LANGLEY / PMS
9H71B / NASA-LBJ / PMS
62B9B / NASA-MARSHALL / PMS
A7059B1 / NASA-ST ENNIS / PMS
STSI / Space Telescope Science Inst / STSI Web
29A1P / USAID / PMS
6J35P / USDA-ARS / PMS
2K52P / USDA-CREES EXT / PMS
3K74B / USDA-CREES RES / PMS
2795491DOA / USDA-Food and Nutrition Servs / ASAP
9V22P / USDA-NE AREA / PMS
E1020649 / USDE / GAPS
A8914B1 / USDI-Geological Survey / PMS
11C5P / USDI-Geological Survey-WkOrder / PMS
A7799B1 / USDI-National Park Service / PMS

Populate the LOC ID field with the LOC ID that was located in the above table
Select the View Results pushbutton, this will open up a File Download pop up window

Select Open on the File Download pop up window, this will open up the query result in an Excel Document.
If there are no results displayed skip forward to the Process As Incurred Billing (LOC) section of this document
If there is output as shown in the below screen continue on with the next step (8)

Print the Excel Document

Place Bill Plans on Hold

For the Contracts that were identified in the query process the Bill Plan needs to be put on hold so the Contracts to Billing Interface will not pick them up for processing.

Roles Applicable to this Sub Process

· SFR Grant Accountant

Update the Bill Plan General Page

The Bill Plan General page will be updated to temporarily place the Bill Plan on hold so when the Contracts to Billing Interface process is kicked off the Bill Plans that have OLT transactions will not be picked up.

Navigation: Customer Contracts > Create and Amend > General Information

Use the General Information Search Page to bring up the Contract Header page for the first contract number listed in the query output.

Select the Lines tab

Select the Detail tab

Select the Billing Plan link, this will bring the Contract Bill Plan page to the screen

Select the Hold check box, this will populate the current date next to the check box
Select the Save pushbutton
If the query results listed more than 1 Contract Number continue on with the next step (7), otherwise move forward to the Process As Incurred Billing section of this document
Select the Return to Search pushbutton, this will bring the user to the Define Billing Plan search page

Populate the Contract field with the next Contract Number on the query output page
Select the Search pushbutton, this will bring the user to the Billing Plan General page
Repeat above steps 4 – 9 for each Contract Number listed in the Query output.

NOTE: Processing of the contracts that have OLT transactions will be continued later in this document. The SFR Grant Accountant should now move forward to process the remaining contracts for the LOC ID that do not have OLT Transactions.

Process As Incurred Billing (LOC) CA_BI_INTFC

The Contracts and Project Costing modules must send the billable transactions to Billing in order to generate a LOC draw. The Contracts to Billing Interface (CA_BI_INTFC) will take the Contract information and the transactional information from Project Costing and move it to the Billing module for processing.

Roles Applicable to this Sub Process

· SFR Grant Accountant

Process As Incurred Billing

Detailed Description: For a LOC Contract where the draw is based on actual expenses the Contracts Module must pass to the Billing Module all of the expense lines, BIL Rows, in order to generate a Letter of Credit Summary/Draw.

Assumptions

ü The run control for the CA_BI_INTFC has been created

Navigation: Customer Contracts > Schedule and Process Billing > Process As Incurred Billing

Field Values for the Contracts to Billing Interface Process As Incurred Billing (CA_BI_INTFC). Only fields that will be populated are listed, for full description see previous section.

Field / Values Entered / Description
Business Unit / UMSPR (Always) / This field will tell the page which Contracts Business Unit run the process against. Field can be populated by using the Look Up icon. The U of M Standard will always be UMSPR for Sponsored Contracts.
BU/Proj/Act Option / All (Always) / This field tells the process which Project Costing areas to use. Since the LOC process will be run by LOC ID specifics will not be selected in this area.
Billing Business Unit / UMSPR (Always) / This field tells the process which Billing Business Unit to assign in the Billing Module. Sponsored Billing will always be assigned to Billing Business Unit UMSPR.
Bill To / Value Varies / Use the Sponsor Code that is assigned to the Sponsor that the LOC is being run for. The user can search for the sponsor code by selecting the look up and typing in the partial sponsor name in the Name 1 field and selecting the Look Up pushbutton
Letter of Credit ID / Value Varies / Use the LOC ID used in the query that was generated in previous steps or reference the table below
Date Option / All (Always) / This field tells the process which transactions dates to use for processing, options available are Accounting Date, Transaction Date or All. The U of M Standard for sponsored billing will be All
Event Date / Value Varies / Insert the date used to run the query that was generated in the Review Billing Event and Bill Plan – Update Billing Event LOC section of this document. This date will be the last day of the month for which the transactions to be drawn on hit the Ledger
Invoice Date / Current Date (Always) / This date will be used for booking the receivable, to populate the LOC Summary and update all PeopleSoft modules.
Ignore Tolerance Amount checkbox / Selected – checked / For LOC processing this checkbox will be selected because the draw is completed against multiple contracts we don’t want to exclude any from the process.

Populate the run control as described in the table above, make note of the Letter Of Credit ID used to run the job.
Click the “Run” pushbutton; this will bring the user to the Process Scheduler Request Page

Field Values and Descriptions for the Process Scheduler Request page