Overview
This page provides the roles and responsibilities and process for subrecipient invoice approval and payment process for sponsored programs.
Review Process
Subrecipients should send invoices to BMCsubinvoice@bmc.org. Sponsored Programs Finance (SPF) reviews invoices for accuracy, including a valid purchase order number (PO). If approved, SPF will mark the invoice with the SPF approval stamp and submit the invoice directly to Accounts Payable (AP). If discrepancies are found during the review process, SPF will communicate with the subrecipient to coordinate revisions to the invoice.
Approval Process
AP processes submitted sub invoices in Infor, applying them to the provided PO and initiating approval routing. The approval routing follows these steps:
SPF checks that invoice is being charged to the correct project, PO, and expense account. If coding is not correct, SPF will work with AP to correct it. SPF approves when all accounting information is correct.
After the invoice is approved by SPF, the invoice will route to the Principal Investigator/Program Director (PI/PD) and Department Administrator (DA) for approval. Please note the invoice will route to both individuals at the same time and will only require one approval. There will be a 10 day timeline (weekends excluded) where the invoice needs to be reviewed. If no action is taken within 10 days, it will constitute a negative assurance in which case the invoice will be paid. If the PI/PD or DA reject the invoice they must notify BMCsubinvoice@bmc.org of the rejection, so SPF can work with the subrecipient or AP on revisions.
Payment
Once SPA and the PI/PD or DA have approved an invoice it is considered fully approved and AP will remit payment to the subsite. Payment will be sent via check or Automated Clearing House (ACH) payment, depending on the agreement terms with the subsite.
After payment is sent, the invoice status will change to “Historical” in Infor and the invoice requisition will be closed. If you need to locate payment information, please run the Vendor Distribution Report located on the Research Homepages in Infor.
Workflow
Please see the below flowchart which describes the process as well as the roles and responsibilities for the subrecipient invoice approval and payment processes.
