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Paying Invoices From Subrecipients

Follow this procedure when approving or disputing the payment of an invoice from Subrecipients.

The PI or designee should verify that the expenses are reasonable, allowable, applicable, within the parameters of the sub-award budget, and incurred during the award's performance period.

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Paying Marketplace Subrecipient Invoices - Effective July 1st, 2017

The following procedures is the process for approving and disputing the payment of a subrecipient invoice against a Marketplace Subaward (purchase orders that begin with an “S”).

Note: If you receive the subrecipient invoice directly from the subrecipient, please forward to IPPS Accounts Payable via campus mail (0955).

Approving Marketplace Subrecipient Invoice

  1. Retrieve the invoice document from the Business Unit folder and assign the invoice document to yourself by clicking ‘Assign.’
  2. Click on the ‘Document No.’ to review the invoice information. You will see a warning highlighting the areas within the document that require action.
  3. Once you assign the invoice document to yourself, you can either approve or dispute the subrecipient invoice.
  4. To approve the subrecipient invoice, you will need to complete the ‘Subrecipient Monitoring’ and the ‘Invoice Approval’ sections of the Invoice Document.
    1. To complete ‘Subecipient Monitoring’:
      1. Scroll to the ‘Subrecipient Monitoring’ section and click ‘Edit’.
      2. The ‘Subrecipient Monitoring’ screen will appear. Select ‘Yes, I confirm’.
      3. Click ‘Save’.
    2. To complete the ‘Invoice Approval’:
      1. Scroll to the ‘Invoice Approval’ section and click ‘Edit’.
      2. The ‘Invoice Approval’ screen will appear. Select ‘Yes, I approve’.
      3. Click ‘Save’.
  5. Scroll to the top of the invoice document. At the top right corner of the invoice document where it says ‘Available Actions’, select ‘Approve and/or Complete Step’ and click ‘Go’.
  6. The approval for the subrecipient invoice has been completed.

Disputing Marketplace Subrecipient Invoice

  1. Retrieve the invoice document from the Business Unit folder and assign the invoice document to yourself by clicking ‘Assign.’
  2. Click on the ‘Document No.’ to review the invoice information. You will see a warning highlighting the areas within the document that require action.
  3. Once you assign the invoice document to yourself, you can either approve or dispute the subrecipient invoice.
  4. To dispute the subrecipient invoice, you will need to complete the ‘Subrecipient Monitoring’ and the ‘Invoice Approval’ sections of the Invoice Document.
    1. To complete ‘Subrecipient Monitoring’:
      1. Scroll to the ‘Subrecipient Monitoring’ section and click ‘Edit’.
      2. The ‘Subrecipient Monitoring’ screen will appear. Select ‘No’.
      3. Click ‘Save’.
    2. To complete the ‘Invoice Approval’:
      1. Scroll to the ‘Invoice Approval’ section and click ‘Edit’.
      2. The ‘Invoice Approval’ screen will appear. Select ‘No, I dispute’.
      3. Click ‘Save’.
  5. A comment is needed if you are disputing the subrecipient invoice. To leave a comment:
    1. Scroll to the top of the invoice document to the ‘Add Comments/Attachments’
    2. Click ‘Add Comment’.
    3. The ‘Add Comment/Attachment’ screen will appear. Type in your reason(s) for disputing the subrecipient invoice in the text box and click ‘Add Comment/Attachment’.
  6. At the top right corner of the invoice document where it says ‘Available Actions’, select ‘Approve and/or Complete Step’ and click ‘Go’.
  7. The dispute for the subrecipient invoice has been completed.

Paying non-Marketplace Subrecipient Invoices

The following procedures is the process for approving and disputing the payment of a subrecipient invoice against a non-Marketplace Subaward (purchase orders that begin with a “1”).

  1. Disbursements will send the subrecipient invoice electronically, along with the return fax transmittal form (PDF), to the person who established the purchase order. Review and verify the billing costs.
  2. It's the department's responsibility to follow instructions on the form and obtain the required signature(s).
  3. Send the completed transmittal form along with the reviewed and verified invoice to the fax number listed on the transmittal form.
    • Invoices should be reviewed and verified by the responsible PI or designee to ensure prompt payment.
    • If the invoice needs to be paid by wire, follow the wire instructions and attach the subrecipient wire form (PDF).
  4. Keep the original invoice for your department records.

Note: If an original invoice bypasses Disbursements and goes directly to a PI, the fax form is still required. Use the above procedures (steps 3 and 4).

Invoices over $10,000

UC policy still applies for approving these invoices. Follow the instructions for these invoices on the fax transmittal form.

Additional Information & Notes

  • Invoices for a Marketplace Subrecipient PO that bypass Disbursements and goes directly to a PI, should be forwarded to Disbursements via ASK or Campus Mail (MC 0955).
  • Invoice copies are available via the Invoice Lookup Tool in FinancialLink
  • If the invoice needs to be paid by wire, follow the wire instructions and attach the subrecipient wire form (PDF).

Subrecipient Invoice Monitoring FAQ

  1. If a subrecipient sends an invoice directly to the department, where should the invoice be sent for payment?
    It is preferred that the subrecipient invoice is submitted to IPPS-Accounts Payable via campus mail (MC 0955). IPPS is planning to develop a process for accepting subrecipient invoices electronically from the subrecipient through an existing application.
  1. In the past, a signature from the PI or the approved designee was required to process payment. Is this no longer necessary?
    The new process allows individuals with the Business Unit Approver role to approve subrecipient invoices in Marketplace. It is the responsibility of the department to ensure that the appropriate individuals are assigned this role, the PI has approved the invoice and confirmed that the subrecipient is performing as required under the subaward. As a best practice, UC San Diego recommends you request, review, and retain backup documentation prior to approving Subrecipient invoices. For more information about Subrecipient Monitoring, contact the OCGA Business Contracts Team: subawards@ucsd.edu.
  1. How can I view the subrecipient invoice when I am reviewing the invoice document in Marketplace?
    An image of the subrecipient invoice is available in the Invoice Lookup Tool. It can be accessed through Financial Link or the Marketplace homepage. IPPS is planning to develop a process for accepting subrecipient invoices electronically, which will allow for the invoice image to be accessed from the Marketplace invoice document screen.   
  1. Why are there two separate approvals for the subrecipient invoice?
    The ‘Invoice Approval’ indicates that the goods have been received and/or services have been rendered and the fund source is appropriate. The ‘Subrecipient Monitoring Approval’ indicates that the costs are reasonable, allowable and allocable within the budget and period of performance. Note that this second approval replaces the Subrecipient Invoice Monitoring paper form and fax-in process.
  1. Where can we view pending payments of subrecipient invoices that have been approved?
    A summary of all invoice documents on a subrecipient purchase order is available under the ‘Invoice’ tab of the purchase order document in Marketplace. The summary provides document number, invoice number, amount and payment status. More details are available by clicking on the ‘Document No.’
  1. Does it matter which order I approve the Invoice Approval and Subrecipient Monitoring Approval?
    No, the order in which the Invoice Approval and Subrecipient Monitoring Approval is approved does not matter.
  1. How does Marketplace route invoices over $10K to authorized approvers?
    Marketplace works in conjunction with the Business Unit Management Tool (BUMT) and routes invoices accordingly. Marketplace approver roles, including Business Unit Approver for invoices over $10K, is managed in the BUMT by the BUMT Administrator. It is the responsibility of the BUMT Administrator to manage and maintain the BUMT on behalf of the department. For more information, visit the BUMT Blink page.
  1. What happens if the subrecipient invoice is disputed?
    When a subrecipient invoice is disputed by the department, the invoice document will route to IPPS-Accounts Payable. IPPS-Accounts Payable will notify OCGA’s Business Contracts team to assist with resolution.

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