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    Title:

    Miscellaneous Invoice Requests

    Publication date:

    7/10/2018

    Effective date:

    12/1/2010

    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 Berkeley Lab divisions 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

    Reimbursable Group Manager


    Title:

    Miscellaneous Invoice Requests

    Publication date:

    7/10/2018

    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. 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. A division may request that the RG 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 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" and the project ID number in the subject line to ensure timely processing.
      3. RG 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. Reimbursable Group
      1. Enter and email all miscellaneous invoices. Invoices are emailed once per month 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.

    Role

    Responsibility

    Resource Analyst (RA)

    For miscellaneous invoice requests, submits a miscellaneous invoice form request via e-mail (ARhelp@lbl.gov). Includes the following:

    • "Misc Invoice Request" and the project ID number in the subject line.
    • Sponsor contact information (name, mailing address, telephone number, and email address).

    RG staff

    • Reviews requests for appropriateness.
    • Creates the invoice during the monthly billing cycle.
    • Sends the invoice to the sponsor/customer.

    G. Definitions/Acronyms

    None

    H. Recordkeeping Requirements

    None

    I. Implementing Documents

    Document Number

    Title

    Type

    11.01.012.001

    Request for Preparation of Miscellaneous Invoice Form

    Form

    J. Contact Information

    Reimbursable Group Manager

    K. Revision History

    Date

    Revision

    By Whom

    Revision Description

    Section(s) Affected

    Change Type

    3/7/2018

    1.2

    M. Fix

    Update Contract Accounting to Reimbursable Group; Updates to align with DOE collection

    All

    Minor

    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

    1.2

    Publication date:

    7/10/2018

    Effective date:

    12/1/2010

    Next review date:

    2/28/2021

    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

    Document Number

    Title

    Type

    11.01.012.001

    Request for Preparation of Miscellaneous Invoice Form

    Form




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