BRIEF

Policy Summary

This policy defines requirements and procedures for certifying vendor invoices at Lawrence Berkeley National Laboratory (Berkeley Lab). Approval of procurement costs (i.e., commitment of funds) should take place during the requisition process. Berkeley Lab's policy is to pay all invoices timely, accurately, and in accordance with the terms and conditions of the applicable subcontract and all other applicable regulations.

Who Should Read This Policy

Any employee involved in reviewing and/or certifying vendor invoices at Berkeley Lab, including procurement specialists, technical representatives, and requestors.

To Read the Full Policy, Go To:

The POLICY tab on this wiki page.

Contact Information

Accounts Payable Manager

POLICY

A. Purpose

This policy defines requirements and procedures for certifying vendor invoices at Lawrence Berkeley National Laboratory (Berkeley Lab). Approval of procurement costs (i.e., commitment of funds) should take place during the requisition process.

B. Persons Affected

Any employee who reviews and/or certifies vendor invoices at Berkeley Lab, including procurement specialists, technical representatives, and requestors.

C. Exceptions

Not applicable.

D. Policy Statement

1. General
   1. Berkeley Lab's policy is to pay all invoices timely, accurately, and in accordance with the terms and conditions of the applicable purchase order/subcontract and all other applicable regulations.
   2. Invoice certification may be required for services in excess of $5,000 or based upon the item category (e.g., software, design and construction, consultant/personal services, research and development, and fabrications, or items with quality assurance requirements, complex equipment configuration, and/or project milestones).
   3. When a purchase requisition is entered into the Financial Management System (FMS), the requisition preparer works with the division requester to determine if invoice certification is required and identifies the appropriate invoice certifier. This information is also conveyed to the procurement specialist. After a requisition is reviewed by the procurement specialist and all the necessary criteria are met, the procurement specialist establishes a purchase order/subcontract with the vendor. If a change in the certifier is necessary, the requester works with the procurement specialist to implement the change.
2. Invoice Certification Requirements
   
   1. It is highly recommended that all employees who review and/or certify vendor invoices complete the FMS 1465 Invoice Certification (a 15-minute training course).
   2. An invoice certifier is required to certify that goods were received or services were satisfactorily performed per purchase order/subcontract requirements and that the invoice adheres to the terms of the purchase order/subcontract. This may require the certifier to consult with the technical representative and/or requester.
   3. The certification must be performed in a timely manner to ensure that the vendor/supplier is paid within the payment terms of the purchase order/subcontract. Failure to provide timely certification may result in a late payment, which could affect Berkeley Lab's ability to comply with the purchase order/subcontract and/or U.S. Department of Energy requirements.
   4. Disbursements Accounting accrues uncertified invoices at month end and fiscal year end.
   5. When a vendor invoice or credit memo is received by Berkeley Lab's Accounts Payable department, it is entered into the Accounts Payable (AP) invoice processing system and a voucher is created (and paid/applied) in FMS. If certification is required, a system-generated e-mail is sent to the designated certifier for approval with a link to the invoice in the AP invoice processing system, and the voucher in FMS.
   6. If for any reason it is determined that any portion of the invoice should not be certified, the certifier is responsible for taking appropriate action in the AP invoice processing system, and for notifying Accounts Payable, the procurement specialist, and/or the vendor/supplier for resolution as needed.
   7. For purchase orders/subcontracts over $1 million, any invoice over $100,000 requiring certification must also receive:
      1. Approval from an employee authorized in the Laboratory's Signature Authorization System (SAS) database for the amount of the invoice.
      2. Concurrence from the procurement specialist for the amount of the invoice. The procurement specialist will receive a system notification that their concurrence is required. The purpose of the procurement specialist's concurrence is to ensure that the invoice conforms to the terms and conditions of the purchase order/subcontract.
   8. If the procurement specialist has indicated in FMS that the invoice requires review of travel costs, the system will route the invoice to Travel for review. Travel will notify the invoice certifier if there are issues to be resolved.

E. Roles and Responsibilities

F. Definitions/Acronyms

G. Recordkeeping Requirements

None

H. Implementing Documents

I. Contact Information

Accounts Payable Manager

J. Revision History

DOCUMENT INFORMATION

Source Requirements Documents

• LBNL Procurement Standard Practices Manual, SP 32.1, Payments
• LBNL Procurement Standard Practices Manual, SP 31.3, Unallowable Costs

Implementing Documents

Other References