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REQUIREMENTS AND POLICIES MANUAL

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Invoice Cancellation

    Title:

    Invoice Cancellation

    Publication date:

    1/2/2012

    Effective date:

    10/1/2010

    BRIEF

    Policy Summary

    This policy provides guidelines for the cancellation of any invoice associated with a Work for Others (WFO) award, a Multiple Location Appointment (MLA), an Interjurisdictional Exchange (IJE), and the Intergovernmental Personnel Act (IPA) at Berkeley Lab. These guidelines also apply to the cancellation of any other non-WFO miscellaneous invoice.

    Who Should Read This Policy

    Employees involved with processing invoices for WFO awards, MLAs, IJEs and IPAs

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page:

    Contact Information

    Business Services Manager

    Title:

    Invoice Cancellation

    Publication date:

    1/2/2012

    Effective date:

    10/1/2010

    POLICY

    A. Purpose

    This policy provides guidelines for the cancellation of any invoice associated with a Work for Others (WFO) award, a Multiple Location Appointment (MLA), an Interjurisdictional Exchange (IJE), and the Intergovernmental Personnel Act (IPA) at Berkeley Lab. These guidelines also apply to the cancellation of any other non-WFO miscellaneous invoice.

    B. Persons Affected

    Employees involved with WFO awards, MLAs, IJEs and IPAs

    C. Exceptions

    None

    D. Policy Statement

    1. WFO Invoices
      1. Cancellation for invoices generated by the Contract Accounting (CA) Department for WFO awards may occasionally, and legitimately, be required to adjust and/or restate receivables. This may be necessary to reflect contractual changes or adjust advance balances (see Definitions/Acronyms, below). Invoice cancellation should only be utilized after CA conducts a financial review of the WFO award. The review will determine if there will be any further costs on the award above the remaining advance balance. Invoice cancellation may be recommended by the Division Resource Analyst, WFO Sponsor, CA, and Office of Sponsored Projects and Industry Partnerships Contracts Officer (OSPIP CO). All parties must concur with the cancellation. Concurrence will be implemented by e-mail.
      2. Invoicing is based on costs posted to the projects related to the award. If an invoice must be canceled, the cancellation will create a credit invoice mirroring the original invoice. The original invoice and the new credit invoice will be offset against each other to close them out. The amount from the original invoice plus any adjustments made to the original invoice will be reflected on the next invoice along with any current period costs posted to the project.
    2. Miscellaneous Invoices: For other miscellaneous invoices, CA processes credit memos in lieu of invoice cancellations. The division or department should submit a Request for Preparation of Miscellaneous Invoice Form for the amount of the credit. Based on the request form, CA will process a credit invoice.

    E. Roles and Responsibilities

    Managers, supervisors, and employees have the responsibility to adhere to the provisions of this policy.

    Role

    Responsibility

    OSPIP CO and/or Resource Analyst

    For WFO invoices, submit an invoice cancellation request via e-mail (ARhelp@lbl.gov). Include:

    Contract Accounting Staff

    • Reviews requests for appropriateness
    • For WFO invoice cancellations (deemed necessary by CA), obtains the sponsor's concurrence via e-mail
    • Upon receipt of WFO sponsor's concurrence, notifies Division Resource Analyst, WFO Sponsor, and OSPIP CO
    • Processes a credit invoice during the monthly billing cycle
    • Sends credit invoice to the sponsor/customer

    F. Definitions/Acronyms

    Term

    Definition

    Accounts Receivable

    Money owed to Berkeley Lab by an employee or other entity for reimbursement of costs, or by a WFO sponsor for research, goods, and services provided by Berkeley Lab on a specified award

    Advance

    Funds paid by a WFO sponsor, usually as a condition of Berkeley Lab beginning work on an award. The advance is held in a deferred revenue account until such time as it is drawn down (usually the last 90–120 days of the award).

    Advance Balance

    The amount of the advance payment remaining on the award

    Work for Others (WFO)

    The performance of work for non-DOE entities by DOE/contractor personnel and/or the utilization of DOE facilities that are not directly funded by DOE appropriations

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document Number

    Title

    Type

    11.01.012.001

    Request for Preparation of Miscellaneous Invoice Form

    Form

     

     

     

    I. Contact Information

    Business Services Manager

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    1

    S. Frainier

    Reformat for wiki

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Invoice Cancellation

    Document number

    11.01.012.000

    Revision number

    1

    Publication date:

    1/2/2012

    Effective date:

    10/1/2010

    Next review date:

    10/23/2014

    Policy Area:

    Accounting

    RPM Section (home)

    Financial Management

    RPM Section (cross-reference)

    none

    Functional Division

    OCFO

    Prior reference information (optional)

    RPM, Chapter 11, Section 11.30

    Source Requirements Documents

    DOE Accounting Handbook, Chapter 8, Receivables

    Implementing Documents

    Document Number

    Title

    Type

    11.01.012.001

    Request for Preparation of Miscellaneous Invoice Form

    Form

     

     

     

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