Responsibilities
Sponsored Programs Administrator
The assigned administrator at the Sponsored Programs Department is responsible for recording and monitoring the accounts receivable and payment status of sponsored programs assigned to him/her. The administrator reviews the aging report at least on a bi-weekly basis and follows-up on overdue invoices.
Director, Sponsored Programs
The Director, Sponsored Programs will review the aging report on a monthly basis and work with the Sponsored Programs Administrators to resolve any outstanding issues.
Chief Financial Officer
The Chief Financial Officer will review the aging report together with the Director, Sponsored Programs on a quarterly basis.
Executive Director
The Executive Director will review the aging report together with the Director, Sponsored Programs on an annual basis.
Invoicing
Manually generated invoices and invoices directly generated by the Principal Investigator should be entered into PeopleSoft on a weekly basis.
Monitoring & Follow-Up
Payment Period: 0 - 90 days after invoicing
No additional action is necessary during this time.
Past Due 91 - 180 days after invoicing
The Sponsored Programs Administrator will contact the client by phone and point out the outstanding balance. If necessary additional supporting documentation will be provided, or/and a new invoice will be generated. The Administrator will collect the necessary information and notify the Director, Sponsored Programs on the delay.
Past Due 181 - 70 days after invoicing
The Sponsored Programs Administrator will send a formal past due notice to the client and request payment. Depending on the circumstances, the Sponsored Programs Administrator may continue to send request letters to the client on a bi-weekly basis. The Director, Sponsored Programs will notify the Chief Financial Officer about the delay.
Past Due 270 - 360 days after invoicing
The Sponsored Programs Administrator will continue to send formal past due notices to the client and request payment on a bi-weekly basis. The Director, Sponsored Programs and/or the Chief Financial Officer will notify the Principal Investigator and attempt to directly contact Senior Management at the client.
Past Due 360 + days after invoicing
The Sponsored Programs Administrator will continue to send formal past due notices to the client. The Director, Sponsored Programs and the Chief Financial Officer will contact the Executive Director. The Executive Director will decide on the further action take.
Write-Off
Write-Off < $100
The Sponsored Programs Administrator will be able to write-off any amounts smaller than $100 to the Sponsored Programs Reserve.
Write-Off < $500
The Senior Sponsored Programs Administrator will be able to write-off any amounts smaller than $500 to the Sponsored Programs Reserve.
Write-Off < $5,000
The Director, Sponsored Programs will be able to write-off any amounts smaller than $5,000 to the Sponsored Programs Reserve.
Write-Off < $10,000
The Chief Financial Officer will be able to write-off any amounts smaller than $10,000 to the Sponsored Programs Reserve.
Write-Off > $10,000
The Executive Director together with the Associate Vice President Research will be able to write-off any amounts equal or larger than $10,000 to the Sponsored Programs Reserve.
Default
The Executive Director will determine the default of a payment and will notify the Associate Vice President Research, and the Principal Investigator, and if applicable the Manager of Academic Resources and the Dean of the respective college. Together with the Associate Vice President Research, the Executive Director will determine the allocation of the related charges.