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Good project management includes reconciliation of payments from the sponsor, particularly nonfederal sponsors.
Work with Sponsored Project Accounting and Compliance (SPAC) to reconcile payment problems.
Standard: Payment is based on actual expenses incurred. Also known as "cost-reimbursement." SPAC issues invoices based on project costs recorded in eUM Financials and charged to the Project ID(s) for the award. Any amount advanced by the sponsor but not expended for project costs must be returned to the sponsor.
Deliverable: Payment is made based on completion of a specific deliverable or milestone. Also known as "fixed price." Examples of deliverables or milestones include per patient, per procedure, per hour (for some service agreements), per test, completion of a report, submission of a set of data. UMB, through the PI, is required to provide the agreed-upon work (deliverables) for the contracted amount, whether the out-of-pocket expenses are greater than or less than the amount of the agreed fee.
Invoices are issued by SPAC. When the cost basis is standard, invoices are based on the expenses recorded in eUM. When the cost basis is deliverable, the PI and the department need to track completion of deliverables (such as patients completed, hours of service, or report submission) and provide that information to SPAC using the Deliverable Invoice/Receivable Request Form. SPAC will then send an invoice when required, record the receivable amount, and track the payment due to UMB.