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Miscellaneous Invoice Requests

    Title:

    Miscellaneous Invoice Requests

    Publication date:

    3/25/2013

    Effective date:

    12/1/2010

    BRIEF

    Policy Summary

    This policy provides guidance for the preparation and submission of miscellaneous (manual) invoice requests. Contract Accounting prepares miscellaneous invoices at the request of a 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

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page:

    Contact Information

    Business Services Manager

    Title:

    Miscellaneous Invoice Requests

    Publication date:

    3/25/2013

    Effective date:

    12/1/2010

    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. Contract Accounting will prepare miscellaneous invoices at the request of a Laboratory division to seek reimbursement to 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 UC campus, or other universities or entities and the Laboratory).
    2. The invoice request must be for an allowable cost.
    3. The miscellaneous-invoice process cannot be used in lieu of established Laboratory, Department of Energy (DOE), or University of California (UC) policies or procedures.
    4. Procedures
      1. Division
        1. To request a miscellaneous invoice, complete a Request for Preparation of Miscellaneous Invoice Form.
          1. Section 1 is required for one-time (nonrecurring) requests only.
          2. Section 2 is required for all requests.
          3. Section 3 is required for recurring requests only.
        2. Send the completed form to ARhelp@lbl.gov. Indicate "Misc. Invoice Request" in the subject line to ensure timely processing.
        3. Contract Accounting must receive the division's completed Request for Preparation of Miscellaneous Invoice Form by the 20th of the month. Requests received after the 20th of the month will be processed the following month.
      2. Contract Accounting
        1. Enter, print, and mail all miscellaneous invoices. Invoices are mailed once monthly after the closing process.
        2. If a miscellaneous invoice remains unpaid after 60 days, the division will be contacted for assistance.
        3. After 120 days, the debt may be transferred to the DOE Chicago Operations Office for submission to the Department of Treasury for collection.

    E. Roles and Responsibilities

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

    F. Definitions/Acronyms

    Term

    Definition

    Cooperative Agreement

    An agreement between the University of California and one or more participants under which the government (through Berkeley Lab) provides personnel services, facilities, equipment, or other resources (with or without reimbursement) towards the conduct of specified research or development efforts that are consistent with the mission of the Laboratory

    Compensation above Salary Limits for Work for Others Agreements

    Compensation for researchers working on grants and cooperative agreements may be subject to limitations by federal law or provisions of specific Work for Others agreements. The cost of salaries and wages in excess of the limitations are unallowable under Contract 31 and must be covered by bestowments or other non-federal funds.

    Work for Others (WFO)

    The performance of work for non-DOE entities by DOE/contractor personnel and/or the utilization of DOE facilities that are not directly funded by DOE appropriations

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    I. Contact Information

    Business Services Manager

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    3/25/2013

    1.1

    S. Frainier

    Review completed 12/1/2012, no changes

    Pub & next review dates

    Minor

    1/2/2012

    1

    S. Frainier

    Reformat for wiki

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Miscellaneous Invoice Requests

    Document number

    11.01.014.000

    Revision number

    1.1

    Publication date:

    3/25/2013

    Effective date:

    12/1/2010

    Next review date:

    12/1/2014

    Policy Area:

    Accounting

    RPM Section (home)

    Financial Management

    RPM Section (cross-reference)

    11.32

    Functional Division

    OCFO

    Prior reference information (optional)

    RPM, Chapter 11, Section 11.32

    Source Requirements Documents

    DOE Accounting Handbook, Chapter 8, Receivables

    Implementing Documents

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