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Title:	Invoice Certification
Publication date:	1/10/2018
Effective date:	12/1/2017

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 buyers, technical representatives, and requestors.

To Read the Full Policy, Go To:

The POLICY tab on this wiki page.

Contact Information

Accounts Payable Manager

Title:	Invoice Certification
Publication date:	1/10/2018
Effective date:	12/1/2017

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 buyers, technical representatives, and requestors.

C. Exceptions

Not applicable.

D. Policy Statement

General
1. 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.
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 buyer. After a requisition is reviewed by the procurement buyer and all the necessary criteria are met, the buyer establishes a purchase order/subcontract with the vendor. If a change in the certifier is necessary, the requester works with the procurement buyer to implement the change.
Invoice Certification Requirements
1. 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.
2. The certification must be performed in a timely manner to ensure that the vendor 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.
3. Disbursements Accounting accrues uncertified items at month end.
4. When a vendor invoice is received at Berkeley Lab's Accounts Payable department, it is entered into the FMS. If certification is required, a system-generated e-mail is sent to the designated certifier for approval, and a copy of the invoice is attached to the online invoice certification screen.
5. If for any reason it is determined that any portion of the invoice should not be certified, the certifier is responsible for notifying Accounts Payable and the buyer for resolution.
6. 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 buyer for the amount of the invoice. The buyer will receive a system notification that their concurrence is required. The purpose of the buyer concurrence is to ensure that the invoice conforms to the terms and conditions of the purchase order/subcontract.
7. If the buyer has indicated in the 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

Role	Responsibility
Requisition preparer	Works with the requester to identify the scope of the procurement. Identifies the invoice certifier, as necessary.
Certifier	Uses the online certification system to certify in a timely manner that services have been performed and/or goods have been received and include all required supporting detail. For example, a T&M subcontract would require labor cost detail including names, positions, job classifications, hourly rates and materials used. Ensures that invoices conform to all purchase order/subcontract requirements. Consults with the technical representative and/or requester as necessary to confirm the above. Notifies the vendor and the buyer of any discrepancies to resolve them in a timely manner.
Accounts Payable	When the invoice is received, enters the invoice information in the FMS to create a voucher. Makes adjustments based on vendor credit memos or similar documentation. Accrues all invoices not yet certified at month end and year end.
Procurement buyer	Works with the division to determine if certification is required on a purchase order/subcontract and assists the division in identifying a certifier other than the requester, if appropriate. For invoices over $100,000 on subcontracts over $1 million, ensures that the invoice conforms to the terms and conditions of the purchase order subcontract.
Signature Authorization System (SAS) approver	For any invoices over $100,000 on purchase order/subcontracts over $1 million, provides approval of the invoice amount. Ensures that any required funding approvals are made in accordance with the Signature Authority for Financial Transactions Policy.

F. Definitions/Acronyms

Term	Definition
Certifier	A Berkeley Lab employee designated to review and certify invoices, and to validate the receipt of goods or services prior to payment. Certification does not authorize the commitment of funds.
Requisition preparer	The person who enters the requisition into the FMS and who works with the requester to identify the certifier.
Voucher	An invoice that has been entered into the FMS.

G. Recordkeeping Requirements

None

H. Implementing Documents

Document Number	Title	Type
11.01.013.001	Certification Instructions	Procedure

I. Contact Information