RAPID Updates Invoicing Workgroup

Invoicing Workgroup Update Many sponsors require UCLA to invoice for expenses incurred on a monthly or quarterly basis. Sponsor deadlines for these invoices are typically 30 or 60 days after the period end date. Payment to UCLA is dependent on timely submission of these invoices UCLA’s research volume was over $966M in FY09. Over 36%, of $349M, of this came from non-LOC funding March 2010 Metrics: 1,234 invoices were completed 639 invoices were past due

Invoicing Workgroup Update EFM faces several challenges to timely submission of invoices Large volume (600-700 per month) Invoicing Backlog Short turnaround time to meet Sponsor deadlines (often 30 days) Cumbersome financial and workload management tools Inability to save and edit invoices Untimely NCTE and Amendment requests Specific Sponsor requests for budget and expense breakdown Large number of revised invoices

Invoicing Workgroup Update Objective: Review the current procedures between departments, OCGA, and EFM related to all aspects of the Invoicing Process and identify areas for improvement Result: Workgroup identified 58 action items to be reviewed Approach: Four sub teams were formed to review the 58 action items and present improvements to the Invoicing Team: Systems AutoBill Communications Policy and Procedure

Invoicing Workgroup Update Example Action Items to be reviewed by sub teams Ability to save invoices and submit to sponsor electronically Clear, concise verbiage for dept notification of expired awards with “next steps” instructions New policies and procedures (e.g., report final due date = to end date) Reduce Supervisor review for interim invoices and delegate signing authority when appropriate

Invoicing Workgroup Update Accomplishments to Date Granted supervisor-approved accountants the authority to sign certain invoices and reports Included outstanding A/R amount on Invoicing Template to alert sponsors to past due payments Enhanced InfoEd to include a status for Pending NCTE/Amendment and Carry Forward Requests New procedure implemented for “scheduled” payments Earlier notification to PI/campus of collection problems Development of new Invoicing Tool is underway

Invoicing Workgroup Update Accomplishments - Reduced backlog due to hard work by EFM and Dept Fund Managers!

Invoicing Workgroup Update Next Steps Continue to work within sub-teams to implement changes and review 58 action items Draft Policies and Procedures to be reviewed and approved by the LIPE group Improving communication between EFM, OCGA and departments (e.g., standardizing communication sent to departments before and after a fund expires, and working with OCGA to develop procedures for NCTE requests and amendments)

Invoicing Workgroup Update Team of 16 representatives from EFM, ORIS, and ORA EFM Evelyn Balabis Sharon Castillo Kaaren Davis Linda Finley Veronica Fuentes Annette Garcia Becky Henricksen Winny Migletz Jill Narciso Olga Sanders ORIS Gloria Su Terry Wingo ORA Dan Newbower Huron Nate Haines Ed Lee Allison Philabaum