BRIEF

Policy Summary

This policy provides guidance for the preparation and submission of miscellaneous (manual) invoice requests. The Reimbursable Group (RG) prepares miscellaneous invoices at the request of any Lawrence Berkeley National Laboratory (Berkeley Lab) division seeking reimbursement to third parties for Laboratory services not covered by another contracting method.

Who Should Read This Policy

Any employee involved with the process of getting reimbursed for Laboratory services not covered by another agreement with a third party.

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Contact Information

Reimbursable Budget Manager

POLICY

A. Purpose

The purpose of this policy is to provide guidance and establish requirements for the preparation and submission of miscellaneous (manual) invoice requests at Lawrence Berkeley National Laboratory (Berkeley Lab).

B. Persons Affected

Any employee involved with the process of getting reimbursed for Laboratory services not covered by another agreement with a third party.

C. Exceptions

Not applicable

D. Policy Statement

1. Miscellaneous invoices are prepared when divisions seek reimbursement from third parties for Laboratory services not covered by another contracting method (e.g., costs that are covered by a Memorandum of Understanding (MOU) agreement between the University of California Office of the President (UCOP), the University of California (UC) campus, or other universities or entities and the Laboratory).
2. The division may request RG to prepare a miscellaneous invoice when:
   1. The invoice request is for allowable cost(s).
   2. The miscellaneous invoice process is not used in lieu of established Laboratory, Department of Energy (DOE), or UC policies or procedures.

E. Procedures

1. Division
   1. To request a miscellaneous invoice, complete a Miscellaneous Invoice Request Form.
   2. Send the completed form to [email protected]. Indicate "Misc. Invoice Request" and the project ID number in the subject line to ensure timely processing.
   3. RG must receive the division's completed Miscellaneous Invoice Request Form by the twentieth of the month. Requests received after the twentieth of the month will be processed the following month.
2. Reimbursable Group
   1. Enter and e-mail all miscellaneous invoices. Invoices are emailed once monthly after the closing process.
   2. If a miscellaneous invoice remains unpaid after 60 days, the division will be contacted for assistance in obtaining payment.

F. Roles and Responsibilities

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

G. Definitions/Acronyms

None

H. Recordkeeping Requirements

None

I. Implementing Documents

J. Contact Information

Reimbursable Budget Manager

K. Revision History

DOCUMENT INFORMATION

Source Requirements Documents

DOE Accounting Handbook, Chapter 8, Receivables

Implementing Documents