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Administrator Guide
Last Updated: 2024-09-20
Steps: Manage Award Billing and Sponsor Payments

Steps: Manage Award Billing and Sponsor Payments

Create awards.
Award billing enables you to bill sponsors based on their requirements. You can create billing schedules and collect payments for costs on your award. You can also print and email sponsor statements.
  1. (Optional) Access the
    Maintain Schedule Types
     task.
    Add any billing schedule type that you want to specify when creating your award billing schedule or schedule template.
    Security:
    Set Up: Customer Contracts
     domain in the Customer Contracts and Project Billing functional areas.
  2. To create billing schedules for multiple awards that have the same billing requirements, you can create a template that contains prepopulated billing schedule information.
  3. You can create a billing schedule for an award or for each award line on an award.
  4. You can review cost reimbursable expenditures that fall outside the dates on award lines and make them billable.
  5. (Optional) Access the
    Maintain Billing Status for Cost Reimbursable Award Transactions
     report.
    To stop billing from occurring for cost reimbursable transactions, you can place the billing status for the transactions on hold. Search for the cost reimbursable transactions you want to place on hold temporarily, click
    OK
    , and select
    On Hold
     from the
    Sponsor Billing Status
     prompt.
    To stop billing from occurring for all transactions on a billing schedule, put the schedule on hold on the billing schedule header.
    Security:
    Process: Award Billing
     domain in the Grants Management functional area.
  6. To use a letter of credit to fund cost reimbursable spends for your award, create the letter of credit for the sponsor and add it to the award. If you plan to draw down a letter of credit by award line rather than by award, create letter of credit draw IDs and associate the draw IDs with the billing schedules for the award lines that you want to draw down from.
  7. Generate sponsor billing invoices.
    See:
  10. (Optional) Record Cash Sales.
    You can record sponsor payments for which you don't issue invoices on fixed amount award lines without deferred revenue.
  11. (Optional) Adjust sponsor invoice amounts.
  12. (Optional) Write off unpaid invoices.
  13. When sponsors pay by a letter of credit, draw down the letter of credit and record payment for the amount spent.