Unbilled Revenue (Unbilled AR)

1. Unbilled Revenue(Unbilled AR)

2. EXPENSE REIMBURSEMENT STAGES Billable Funds / LOC Milestones Expenses incurred Expenses incurred Unbilled AR Cash – Periodic payments Billed AR – Invoice sponsor **** For LOC funds, expenses below or equal budget should have equivalent revenue by each month end. Exceptions do apply, such as funds with Budget adjustments completed in the first week of the month. Cash – Sponsor payment

3. TYPES OF UNBILLED AR Ideal To Be Billed next 30 days – Non LOC funds Non-Reimbursable Expenses Unbilled – after final invoice Unbilled – past project end date Unbilled AR System Inconsistencies RM Billing Delays: Temporary Bills Other Federal / NIH Continuous Billing Manual Bills Project Costing Variance Credits Other If you see any of these inconsistencies, contact Bob Stemple’s team or the LOC Team (Valeria Leite’s team for federal revenue (NIH/other federal)!

4. IDEAL STATE • Unbilled Expenses - To Be Billed in Next 30 Days (Green alert) • Expenses incurred within the budget limit on an active fund with a future end date, that will be billed by Research Management in the next billing cycle

5. NON-REIMBURSABLE EXPENSES • Unbilled Expenses - After Final Invoice (Red Alert) • Expenses incurred within the budget limit, but after the final invoice has been issued = expenses must be transferred to another fund • Unbilled Expenses - Past Project End Date (Red Alert) • Expenses incurred within the budget limit, but after the project has ended = expenses are no longer billable and must be transferred to another fund

6. SYSTEM INCONSISTENCIES Under Heading “RM Billable” The Unbilled categories listed below are billing system related issues that must be resolved by research management. These are summarized under the heading of “RM Billable” on your fund statement. • Temporary Bills (Yellow Alert) • Unbilled expenses within the budget limit that must be reviewed by Research Management before they can be billed • Other FED/NIH (Red Alert) • Unbilled expenses on a federal fund = need to verify expenses should not be billed through the Letter of Credit process • Manual Billing (Red Alert) – Non LOC funds • Billing Team has not finalized the bill in the PS system for tracking purposes • Continuous Billing (Yellow) – Non LOC funds • Unbilled expenses on an incoming subcontract that have not been billed because a new contract period has not been set up; being phased out

7. SYSTEM INCONSISTENCIES Under Heading “RM Billable”(Continued) • Project Costing Variance • Variance between PS project costing Unbilled AR and GL Unbilled AR (reasons vary) • Credit • A credit memo must be initiated by Research Management Billing • $0 Invoice • Invoices that must be pushed through the system by Research Management • Other • Unbilled expenses within the budget limit that must be researched by Research Management