Research invoicing guidelines

Intent

This guideline intends to clarify the responsibilities and process steps related to invoicing for externally funded research projects with account numbers 330000-339999.

Scope

All invoices for Internal Order accounts 330000-339999

Exclusions

None

Guideline steps and actions

All externally funded research projects with an R030 internal order account should follow these guidelines for invoicing. R030 internal order accounts range from 330000 to 339999.

Notification of invoice due:

The Research Support and Performance team (RSP) at Research and Innovation record all invoices and dependant milestones and reports in the ResearchMaster database based on the project agreement and any formal variation document. The agreement and variation document must have been approved by the Deputy Vice-Chancellor, Research and Innovation, or appropriate delegate.

The ResearchMaster database generates automated 'Invoice Due' reminder emails seven days before an invoice is due to be raised, in accordance to the project agreement. The email is sent to Accounts Receivable at Financial Services Group (accountsreceivableRMIT@rmit.edu) with CC to the relevant school finance staff.

School finance staff must notify Accounts Receivable and RSP (postaward@rmit.edu.au) of any change of finance staff.

Invoicing requirements

Accounts Receivable will only raise an invoice when all of the following criteria are met:

  • An R030 Internal Order account for the project exists.
  • The invoice is detailed in the project agreement or variation document.
  • The Chief Investigator has emailed RSP to confirm that all dependent milestones and/or reports required by the project agreement have been completed.
  • RSP have marked the dependent milestones and/or reports as completed on the ResearchMaster database.

Invoice variations

School finance staff or the Chief Investigator must notify RSP with CC to Accounts Receivable of any variation to a project schedule required since the agreement was executed or last variation approved. RSP is responsible for liaising in any necessary agreement variation through the Research Collaborations and Partnerships team at Research and Innovation.

Invoice raised

Accounts Receivable raise research invoices via the SAP system. Once an invoice is raised, Accounts Receivable enter the actual completion date and the invoice ID in the relevant ResearchMaster record and mark the record as ‘Completed’.

Credit Management is responsible for chasing after un-paid invoices with the relevant funding body and communicating to RSP of any agreement conditions not met by RMIT.

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