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Invoice Certifications

    Title:

    Invoice Certifications

    Publication date:

    11/30/2017

    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 Certifications

    Publication date:

    11/30/2017

    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

    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 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.
    2. 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

    Accounts Payable Manager

    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

    11/30/2017

    1.1

    M.A. Bothe

    Clarify when certification is required; clarify that procurement buyer has a concurrence role

    D

    Minor

    DOCUMENT INFORMATION

    Title:

    Invoice Certifications

    Document number

    11.01.013.000

    Revision number

    1.1

    Publication date:

    11/30/2017

    Effective date:

    12/1/2017

    Next review date:

    12/1/2020

    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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