University of Colorado Denver Office of Grants and Contracts Brown Bag Session Discussion on Proposed Process Improvements for Department Billed Invoices August 15, 2013

Payments for Department Billed Projects Based on feedback from those identifying payments within OGC and feedback from many department administrators it has become clear that the payments received for department billed projects are the most at risk for posting errors and delay.

Payments for Department Billed Projects Common causes of these errors. Sponsor not including known or requested information with payment. Sponsor providing very limited or no information. Payments being sent to various locations. Payments being received prior to new year setup and/or routing. Payments being received as a result of duplicate billings. (OGC and department have billed) OGC directing payment to incorrect project and/or speed type. Gifts not being identified as such. Payments for service to be posted to a speed type outside of restricted funds. Examples, stories…..

Example

Tips and Best Practices for Invoices Using standard invoice numbers to match process for OGC Billed projects. 25xxxxx-001, 25xxxxx-002, etc.. Utilizing OGC Invoice Template. Located on OGC website under Training/Doc>Forms>Payments Forms Directing payments to preferred location. University of Colorado Denver Grants and Contracts [grant # – PI's initials] PO Box 910238 Denver CO 80291-0238 If sponsor has requested to send wire payment contact Shannon Maes for this info.

Current Process Improvements Improvements being implemented by OGC Publication of our Holding Listing (this is where all payments are sitting that we could not quickly identify or post) This will be published to a secure location on OGC website and will be updated biweekly. Identification of new award types to clarify A/R type 3 which currently include department billed and advance payments. Central OGC email address for payment inquiries. ogc.4payments@ucdenver.edu This will be published to a secure location on OGC website and will be updated biweekly.

Holding Listing Contains all OGC payment identifiers Listing on following slide Contains all of the data received either on the check stub or with the wire transfer. Notes by OGC for current status or contacts we have made in attempt to identify the payment.

OGC Payment Identifiers OGC logs all the following information for each payment received to our office. Date payment was received Form of Payment (Check, Wire, Lockbox check) Payer (Whom the check is from) Check Number Check Date Amount of Check *When inquiring about payments with OGC please try to include any of the identifiers you have the information for.

Holding Listing Example

Holding Abbreviation Guide OGC Reference Column LB xxxx – Batch numbering for check coming to OGC Lockbox PS xxxx –Batch numbering for paper checks OGC receives to our office that we hand carry to Bursar for deposit T xxxx– Wire Transfer payment showing on our bank transaction report from the CU treasurer’s office OGC Check # Column C# -Check Number W# -Warrant number (used by State in lieu of check number) OGC Notes Column PT# – InfoEd proposal tracking number WT – Wire Transfer

Open Discussion