Spreadsheet: 0923e14d-eac7-4d98-a80b-f49d5684a218
Sheet: Sheet1

TO: | Unnamed: 1 | Unnamed: 2 | Fairview Health Services Departments | Unnamed: 4 | Unnamed: 5 | Unnamed: 6
FROM: |  |  | [NAME] |  |  | [NAME]
 |  |  | UMMC Accounting |  |  | Corporate Accounting
 |  |  | [PHONE] |  |  | [PHONE]
SUBJECT: |  |  |  | Processing Fairview Invoices to the University of Minnesota
Please use the following procedures for the billing of time and materials purchased by the University of Minnesota.
I. | DEPARTMENTS PROVIDING THE TIME AND MATERIALS
 |  | A. | Prepare invoices as time and materials are provided, or prepare a summary invoice at the end of each month.
 |  |  | Use the attached standardized BILL FORM
 |  | B. | Attach your support for these charges.
 |  | C. | Make a copy of each BILL FORM for your file.
 |  | D. | By the 2nd workday of each month, send or e-mail your BILL FORM and applicable supporting documentation for
 |  |  | the previous month to Fairview Corporate Accounting (See bottom of BILL FORM for addresses).
II. | BILL FORM INSTRUCTIONS
 |  | Field Number:
 |  | 1. | Check Field Number (1) if the expense was incurred in support of University research.
 |  | 2. | Check Field Number (2) if the expense was incurred for any other reason (NON-research).
 |  | 3. | Enter a "Billing Reference #". Please use a sequence of numbers beginning with the last two digits of the current
 |  |  | calendar year, followed by four numeric digits. (For example: 05-1000).
 |  |  | Please do not re-use numbers you have already assigned.
 |  |  | Also, see Section III for numbering corrections to BILL FORMs.
 |  | 4. | Enter the current Date.
 |  | 5. | In the "Fairview Operating (Billing) Department" box enter your (a.) Business Unit, (b.) Operating Unit, (c.)
 |  |  | Department Number, (d) and Account.
 |  | 6. | If you are charging for [NAME] expenses under a [NAME] (grant or contract):
 |  |  | (a.) | Enter the project ID assigned for that particular award.
 |  |  | (b.) | Enter the budget reference
 |  |  | (c.) | Enter the name of the study
 |  |  | (d.) | Enter the name of the Principal Investigator (PI).
 |  |  | (e.) | Enter the University Purchase Order Number that applies to the dates of service for which you are billing.
 |  |  |  | Note: If the University has not yet issued a Purchase Order Number for the dates of service for which you are
 |  |  |  | billing enter "Pending".
 |  | 7. | (a.) | Identify the source of data for billing, e.g. vendor invoice number, journal entry number, report number, tally (count).
 |  |  | (b.) | Enter the Dates of Service for which you are billing.
 |  |  | (c.) | Identify the University Department that is purchasing time or materials from Fairview.
 |  |  | (d.) | Enter the University CUFS Account Number (Area-Org). You must obtain this number if you are not given a
 |  |  |  | University Purchase Order Number.
 |  |  | (e.) | Briefly describe the expenses to be billed:
 |  |  |  | - For labor costs, identify the name of each person.
 |  |  |  |  | Note: For Subcontracts (Projects) the BILL FORM currently serves as the vehicle for Effort
 |  |  |  |  | Certification. Effort Certification must be prepared at least monthly and coincide with one or
 |  |  |  |  | more pay periods. When a pay period straddles two grant budget years you must split the
 |  |  |  |  | hours manually between the two budget years.
 |  | 8. | Enter any additional text necessary to clearly describe the transaction.
 |  | 9. | Subtotal of direct expenses to be billed (excluding [NAME] expense).
 |  | 10. | [NAME] Expense:  (Calendar Year 2007)
 |  |  |  | - For "Sponsored and Departmental Research" use 24.7%.
 |  |  |  | - For "Other" use 25.5%.
 |  |  |  | Multiply the total labor costs from item 7 by the appropriate [NAME] percentage.
 |  | 11. | Total amount to be billed.
 |  | 12. | Name and phone number of the person preparing this BILL FORM.
 |  | 13. | The manager authorized to approve the billing of expenditures should enter their name and date.
 |  |  |  | The manager approving the BILL FORM should:
 |  |  |  | - Sign and date the BILL FORM if sending by intercampus mail;
 |  |  |  | or
 |  |  |  | - Enter their name and date on the BILL FORM if sending electronically (e-mail).
 |  |  |  |  | Attach ([NAME]) BILL FORM to e-mail and send to [NAME] ( [EMAIL] )
 |  |  |  |  | Note: The e-mail can serve as an electronic signature if the approving manager sends the e-mail and
 |  |  |  |  | cites the BILL FORM "Billing Reference #" in the e-mail. Multiple BILL FORMs may be attached
 |  |  |  |  | to a single e-mail as long as each BILL FORM "Billing Reference #" is cited in the e-mail
 |  |  |  |  | document.
III. | MAKING CORRECTIONS TO BILL FORMS
 | In the event that a correction needs to be made to a BILL FORM previously submitted, please complete a new BILL FORM(S)
 | as follows:
 |  | A. | If the original BILL FORM charged the WRONG PROJECT ID-
 |  |  | 1. | Prepare a new BILL FORM citing the correct project ID to charge.
 |  |  | 2. | In the "Billing Reference #" field use the "Billing Reference #" that was assigned to the original BILL FORM
 |  |  |  | and ADD a two (2) digit suffix number.
 |  |  |  |  | For example-
 |  |  |  |  | If the original BILL FORM was numbered 05-1007, the new BILL FORM showing the correction would be
 |  |  |  |  | numbered 05-1007-01. Should a second correction be needed the "billing Reference #" would be 05-1007-02, etc.
 |  |  | 3. | In Field (8) indicate that this (new) BILL FORM is to correct a charge made to a wrong project ID (cite the incorrect
 |  |  |  | project ID as a reference).
 |  |  | 4. | Accounting staff will then credit all charges reported on the original BILL FORM making the necessary changes to the
 |  |  |  | general ledger and to the billing data.
 |  | B. | If the original BILL FORM charged the correct project ID but the WRONG AMOUNT-
 |  |  | 1. | Prepare a new BILL FORM filling in Field (1) through Field (6) as was done on the original BILL FORM (except for Field (3),
 |  |  |  | "Billing Reference #" - See item 2 below).
 |  |  | 2. | In the "Billing Reference #" field use the "Billing Reference #" that was assigned to the original BILL FORM
 |  |  |  | and ADD a two (2) digit suffix number.
 |  |  |  |  | For example-
 |  |  |  |  | If the original BILL FORM was numbered 05-1007, the new BILL FORM showing the correction would be
 |  |  |  |  | numbered 05-1007-01. Should a second correction be needed the "billing Reference #" would be 05-1007-02, etc.
 |  |  | 3. | Within Field (7), using the Line # from the original BILL FORM that requires correction, enter the change to the original data.
 |  |  |  |  | For example-
 |  |  |  |  | If the original BILL FORM had an amount on Line # 3 of $200.00 that was found to be incorrect, and the correct
 |  |  |  |  | amount should be $250.00, the change cited on Line # 3 would be +$50.00.
 |  |  |  |  | Corrections that would reduce the original amount should be shown as negative numbers.
 |  |  | 4. | Accounting staff will prepare the necessary corrections to the general ledger and to the billing data.
 | Sample completed BILL FORMS are attached on separate Tabs for your assistance.
 |  |  | "Sample-Research Subaward-Labor"
 |  |  | "Sample-Research Subaward-Supplies"
 |  |  | "Sample-Research NONSub-Labor"
 |  |  | "Sample-Other-Salaries"
 |  |  | "Sample-Other-Supplies"
 |  |  | "Sample-Correction of Project ID"
 |  |  | "Sample-Correction of Amount"