PI Checklist for Subcontractor Invoices
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Acceptable technical reports and deliverables have been submitted in accordance with subcontract requirements.
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Dates on the invoice identifying the billing period (not the invoice date) are within subcontract period of performance.
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Invoice format (e.g., major cost categories, lump sum, milestones, etc.) is in the format required by the subcontract.
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Invoice frequency (i.e., monthly, quarterly, at final, etc.) is in compliance with subcontract requirements.
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If required by the subcontract, invoices reflect the source of funds (ex: NASA, LEQSF – two separate awards) and invoiced amounts are charged to respective LSU grants.
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Expenditures are allowable and within the re-budgeting limitations set forth in the subcontract.
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If CR, the cumulative amount equals the amount previously billed plus the current billing amount.
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Cost sharing certification has been attached to the invoice, if applicable
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The invoice has been certified/signed by the authorized institutional rep.
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If withholding is required by the subcontract, each invoice has been reduced by the retainage (% of amount invoiced)
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The final invoice has been marked “Final”, cost sharing has been met, the close-out certification has been submitted, and final deliverables have been submitted and accepted before the final invoice is approved for payment.
If the invoice is satisfactory, UG requires that it be paid within 30 days of receipt. Subrecipient invoices should be reviewed immediately upon receipt to meet this requirement.
If any of the above items are not satisfactory, the PI should contact the subrecipient and copy the SPA Contact. PI should notify the SPA Contact if any assistance is needed in resolving the issue. Once an acceptable invoice is received, the 30 day requirement begins.
Properly prepared invoices and cost sharing certifications are approved by the PI or their designee and approvals are forwarded to SPA. The department should create a receipt in Workday. See job aid on LSU Workday website under Training Materials > Finance Training > Procurement: Procurement - Create Receipt for Services. SPA will forward the invoice to the applicable Accounts Payable office for payment.
Subawards between campuses within the LSU system are considered intra-agency agreements. The same review and approvals are required but these agreements do not have purchase order numbers. The intra-agency invoices are paid via a journal and not processed through Accounts Payable.