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Invoice Certifications

    Title:

    Invoice Certifications

    Publication date:

    1/2/2012

    Effective date:

    4/28/2010

    BRIEF

    Policy Summary

    This policy defines requirements and procedures for certifying vendor invoices at Berkeley Lab. Approval of procurement costs (i.e., commitment of funds) should have already been accomplished during the requisition process. It is the policy of Berkeley Lab 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 with certifying vendor invoices at the Laboratory

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    Title:

    Invoice Certifications

    Publication date:

    1/2/2012

    Effective date:

    4/28/2010

    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 have already been accomplished during the requisition process.

    B. Persons Affected

    Any employee who certifies vendor invoices at Berkeley Lab

    C. Exceptions

    Not applicable

    D. Policy Statement

    1. General
      1. It is the policy of Berkeley Lab to pay all invoices timely, accurately, and in accordance with the terms and conditions of the applicable subcontract and all other applicable regulations.
      2. 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 subcontract purchase order with the vendor.
      3. Certification may automatically be required for some invoices based upon the item category (e.g., services in excess of $5,000, or items requiring inspection or testing). In these instances, the system uses the requester's name as the default certifier. If a change in the certifier is necessary, the requester works with the procurement buyer to implement the change.
      4. Note: An invoice certifier is required to certify that goods or services were satisfactorily received. 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 the Laboratory's ability to comply with the purchase order/subcontract and/or DOE requirements. Uncertified items are accrued at month-end.
      5. When a vendor invoice is received at the Laboratory Accounts Payable (AP) Department, it is entered into 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.
      6. If for any reason it is determined that a portion of the invoice should not be certified, the certifier notifies Accounts Payable and the procurement buyer for resolution.
    2. Purchase Orders/Subcontracts Over $1 Million
      1. For purchase orders/subcontracts over $1 million, any invoice over $100,000 requiring certification must also receive approval from an employee authorized in the Laboratory Signature Authorization System (SAS) Database for the amount of the invoice.
      2. Buyer certification is also required on these types of purchase orders/subcontracts. The buyer is copied in the electronic certification. The purpose of the buyer certification is to ensure that the invoice conforms to the terms and conditions of the purchase order/subcontract.
    3. Travel Costs: If travel costs are included in the invoice and the terms of the subcontract require the Travel Office to review the invoice, it is the responsibility of the certifier to ensure those costs were reviewed and certified by the Travel Department prior to division certification (see the Laboratory's Travel and Expenses Policy).
    4. American Recovery Reinvestment Act (ARRA): The certifier verifies the ARRA statistic codes and amounts on the online certification page and revises them as necessary. The division prepares a journal entry for any adjustments required after the invoice cost has been posted to the cost browser and ledger.

    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
    • Ensures that invoices conform to all contractual requirements
    • Ensures that the Travel Department has reviewed the invoice prior to certification if required by the subcontract terms
    • Ensures that invoices for labor include names, positions, job classifications, hourly rates, and the number of hours worked per day with extended amounts
    • Notifies the vendor and the buyer of any discrepancies to resolve them in a timely manner

      Note: The role of the certifier is to validate receipt of goods or services, and to ensure that vendor invoices adhere to the terms of the contract. Certification does not authorize the commitment of funds.

    Accounts Payable

    • When the invoice is received, enters the invoice information in the Financial Management System to create a voucher
    • Changes a purchase-order line (project or cost) distribution on the invoice as requested by the invoice certifier
    • 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 and assists the division in identifying a certifier other than the requester, if appropriate
    • When required, ensures that the invoice conforms to the terms and conditions of the purchase order/subcontract

    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 Financial Management System and who works with the requester to identify the certifier

    Voucher

    An invoice that has been entered into the Financial Management System

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document Number

    Title

    Type

    11.01.013.001

    Certification Instructions

    Procedure

    I. Contact Information

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    1

    M. A. Bothe

    Reformat for wiki

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Invoice Certifications

    Document number

    11.01.013.000

    Revision number

    1

    Publication date:

    1/2/2012

    Effective date:

    4/28/2010

    Next review date:

    4/28/2014

    Policy Area:

    Accounting

    RPM Section (home)

    Financial Management

    RPM Section (cross-reference)

    11.31

    Functional Division

    OCFO

    Prior reference information (optional)

    RPM, Chapter 11, Section 11.31

    Source Requirements Documents

    Implementing Documents

    Document Number

    Title

    Type

    11.01.013.001

    Certification Instructions

    Procedure

    Other References

    Document Number

    Title

    Type

    11.07.005.000

    Signature Authority for Financial Transactions

    Policy

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