Departmental/FSS Steps

Invoice Received by the MSU Financial Contact (Attachment 6 of Subaward Agreement).

Before BPA is submitted to UBS:

  1. Per Subaward Attachment 6, Subrecipient invoice includes:
    • Sub ID #
    • Period covered by invoice
    • Columns for Current and Cumulative Costs
    • UG language if Federal*
    • Invoice is signed and dated by subrecipient
    • Cost Sharing, if applicable, is included
  1. Expenditure review:
    • Expenses within Period of Performance (POP) of the subaward.
    • Total cumulative amount on invoice does not exceed the subaward Authorized Amount.
    • Overall cumulative amount agrees with your payment records.
    • Invoice Period follows previous Invoice Period. (Invoices in sequence, none missing.)

If elements of (1) are missing, follow up with Subrecipient before preparing BPA.

If criteria in (2) are incorrect, you may forward to [email protected] for resolution before processing further. It could be an amendment is in the works, for example.

  1. Approval to Pay:
    • Before submitting the BPA, there must be approval to pay from one of the following: PI/BOM/FOM.
    • If subrecipient indicates Final Bill, MSU PI must explicitly approve as the Final bill.
  1. BPA:
    • Include required UBS info on BPA (Vendor ID; Remit info has invoice number, invoice date)
    • Also include Sub ID and Invoice Period in Remit info on BPA.
    • Vendor address entered on BPA is the “Remit to” address listed on Subrecipient invoice.
    • Verify correct account code used (621471 first 25K, 621472 over 25k)*

*For continuation subawards (same Scope of Work, new sub ID), will use 621472 once requirement of 25K met on project as a whole (incl. previous sub ID). When in doubt, please feel free to verify with OSP. *

    • Submit BPA to UBS for processing and subsequent release to OSP Approval Queue.

There can be flexibility with how the above steps are accomplished (in what order), utilizing the procedures best suited to a particular department and/or FSS Team.

OSP Steps

BPA entered by UBS and released to OSP Approval Queue. OSP verifies:

  1. Grant requirements:
    • Grant has sufficient funding to cover payment.
    • Grant has sufficient subaward budget to cover payment.
    • Expenses within grant POP.
    • Payment within grant POP, or within allowable post-award period.
  1. BPA:
    • Invoice matches BPA cover sheet.
    • Sub ID and Invoice period correctly documented in Remit area of BPA.
    • Expenditures correspond to subaward budget categories.
    • No subaward budget category is overspent.
    • IDC is being applied and calculated properly.
    • Expenditures are allowable per grant/ per UG terms and conditions.
    • Verify cumulative spending does not exceed budgeted amount, by category. Confirm total Authorized Amount for subaward not exceeded.
    • Use of correct account code on BPA.
    • Invoice has approval to pay from one of the following:  PI/BOM/FOM.
    • If Final, invoice is explicitly approved as Final by PI.
  1. Banner approval:
    • Correct account code entered in Banner.
    • Remit info correctly entered in Banner.
    • Correct vendor ID and address entered in Banner.
    1. Release of payment and reconciliation into OSP Subaward Accounts Payable.