Invoice Cancellation

Title:	Invoice Cancellation
Publication date:	2/28/2022
Effective date:	10/1/2010

BRIEF

Policy Summary

This policy provides guidelines for the cancellation of an invoice associated with a Sponsored Research award. These guidelines also apply to the cancellation of any other non-Sponsored Research miscellaneous invoice. Monthly system-generated invoices cannot be cancelled.

Who Should Read This Policy

Employees involved with processing invoices for Sponsored Research awards.

To Read the Full Policy, Go To:

The POLICY tab on this wiki page:

Contact Information

Reimbursable Group Manager

Title:	Invoice Cancellation
Publication date:	2/28/2022
Effective date:	10/1/2010

POLICY

A. Purpose

This policy provides guidelines for cancelling advance and scheduled invoices associated with a Sponsored Research award. These guidelines also apply to the cancellation of any other non-Sponsored Research miscellaneous invoice. Monthly system-generated invoices cannot be cancelled.

B. Persons Affected

Employees involved with Sponsored Research awards.

C. Exceptions

None

D. Policy Statement

Sponsored Research Invoices
1. The Reimbursable Group (RG) prepares two types of cancellable invoices related to Sponsored Research work based on the contract terms:
  1. Advance invoices bill the sponsor for the amount of funds that the sponsor must provide in advance of performance of work, and
  2. Scheduled invoices bill costs based on a schedule shown in the sponsor agreement.
Cancellation of Sponsored Research Invoices
1. Cancellation of invoices may be necessary to reflect contractual changes, including advance balances changes. Invoice cancellation may be requested by the division Resource Analyst (RA), Sponsored Research sponsor, the RG, and Contract Officers (COs) in the Sponsored Projects Office (SPO). The RG coordinates with the division to conduct a financial review of the Sponsored Research award to evaluate the appropriateness of the cancellation.
Miscellaneous Invoices
1. For miscellaneous invoices, the division should submit a Request for Preparation of Miscellaneous Invoice Form for the amount of the credit.

E. Roles and Responsibilities

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

Role	Responsibility
SPO CO, RA, RG	For Sponsored Research invoices, the SPO CO, RA, or RG sends an invoice cancellation e-mail including the award number in the subject line to (ARhelp@lbl.gov) and copies all parties, including the sponsor as needed. As needed, the SPO CO needs to ensure invoice cancellation is contractually appropriate and the RA needs to ensure it will not negatively impact award cash position. For miscellaneous invoices, the RA uses the Request for Preparation of Miscellaneous Invoice Form and submits the amount of the credit invoice to be generated to ARhelp@lbl.gov.
RG Manager	Reviews requests for appropriateness then provides approval for RG Staff to cancel the invoice.

F. Definitions/Acronyms

Term	Definition
Accounts receivable	Money owed to Berkeley Lab by an entity for reimbursement of costs, or by a Sponsored Research sponsor for research, goods, and services provided by Berkeley Lab on a specified award.
Advance	Funds paid by a Sponsored Research sponsor, usually as a condition of Berkeley Lab beginning work on an award. The advance is held in a deferred revenue account until such time as it is drawn down.
Advance balance	The amount of the advance payment remaining on the award.
Sponsored Research	The performance of work for non-Department of Energy (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

Document Number	Title	Type
11.01.012.001	Request for Preparation of Miscellaneous Invoice Form	Form

I. Contact Information