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["Subrecipient Expenditure Report & Invoice Template"]
[]
[null,"Send Invoice to:"]
[{"$nulls":5},"Sponsor Award Number:"]
[null,"Department/Division Name ",null,null,null,"PTE PI Name:"]
[null,"University Name",null,null,null,"Project Title:"]
[null,"Street Address",null,null,null,"Subaward Number:"]
[null,"Street Address",null,null,null,"Subaward Institution:"]
[null,"City, State, zip code",null,null,null,"Subaward Period: "]
[{"$nulls":5},"Subaward PI Name: "]
[]
[null,"Invoice Period"]
["Expense Categories",null,null,null,"Award Budget","Expenditures To Date ","Current Expenditures","Cumulative Expenditures","% Spent to Date ","Balance"]
["Personnel:"]
["Salaries",{"$nulls":6},{"$f":"G15+F15","v":0},{"$f":"IF(E15=0,\"\",H15/E15)","v":""},{"$f":"E15-H15-G15","v":0}]
["Personnel",{"$nulls":6},{"$f":"G16+F16","v":0},{"$f":"IF(E16=0,\"\",H16/E16)","v":""},0]
["Personnel",{"$nulls":6},{"$f":"G17+F17","v":0},{"$f":"IF(E17=0,\"\",H17/E17)","v":""},0]
["Fringe Benefits",null,null,null,{"$f":"SUM(E15:E17)","v":0},{"$f":"SUM(F15:F17)","v":0},{"$f":"SUM(G15:G17)","v":0},{"$f":"SUM(H15:H17)","v":0},{"$f":"SUM(I15:I17)","v":0},0]
[{"$nulls":8},{"$f":"IF(E19=0,\"\",H19/E19)","v":""},0]
["Subtotal Personnel",null,null,null,{"$f":"SUM(E18:E19)","v":0},{"$f":"SUM(F18:F19)","v":0},{"$f":"SUM(G18:G19)","v":0},{"$f":"SUM(H18:H19)","v":0},{"$f":"SUM(I18:I19)","v":0},0]
[]
["Travel:"]
["Domestic**"]
["International**"]
["Subtotal Travel"]
[]
["Other Expenses:"]
["Equipment*",{"$nulls":6},{"$f":"G28+F28","v":0},{"$f":"IF(E28=0,\"\",H28/E28)","v":""},{"$f":"E28-H28-G28","v":0}]
["Supplies & Materials",{"$nulls":6},0,"",0]
["Consultants",{"$nulls":6},0,"",0]
["Subawards",{"$nulls":6},0,"",0]
[{"$nulls":7},0,"",0]
["Other Direct Costs",{"$nulls":6},0,"",0]
[]
[{"$nulls":7},{"$f":"G35+F35","v":0},{"$f":"IF(E35=0,\"\",H35/E35)","v":""},{"$f":"E35-H35-G35","v":0}]
[{"$nulls":7},{"$f":"G36+F36","v":0},{"$f":"IF(E36=0,\"\",H36/E36)","v":""},{"$f":"E36-H36-G36","v":0}]
["Total Direct Costs",null,null,null,{"$f":"SUM(E20:E36)","v":0},{"$f":"SUM(F20:F36)","v":0},0,0,0,0]
["Facilities & Administration Costs",{"$nulls":8},{"$f":"E38-H38-G38","v":0}]
["TOTAL",null,null,null,{"$f":"SUM(E37:E38)","v":0},null,{"$f":"SUM(G37:G38)","v":0},{"$f":"SUM(H37:H38)","v":0},{"$f":"IF(E39=0,\"\",H39/E39)","v":""},{"$f":"SUM(J37:J38)","v":0}]
[]
["Cost Share:",null,null,null,0,0,0,{"$f":"G41+F41","v":0},{"$f":"IF(E41=0,\"\",H41/E41)","v":""},{"$f":"E41-H41-G41","v":0}]
[]
[]
["*Equipment = attach supporting documentation for any equipment valued greater than $3,000, including its description, date purchased, purchase amount, and any necessary authorization"]
[]
[]
["**Travel = if travel is not a line item in the budget or it exceeds the budgeted amount, pre-authorization should be obtained from the PTE.  For travel that is included in the budget, provide documentation to substantiate that the person traveling was someone being paid by this award.",{"$nulls":10},"Final invoice must be submitted to PTE within 60 days "]
[]
[]
["By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims  or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812).",{"$nulls":11}," "]
[]
[]
[]
[]
[]
["Subrecipient authorized representative Name and Title",{"$nulls":8},"Date"]
[]
[]
["Subrecipient authorized representative Signature",{"$nulls":8},"Phone Number"]
[]
[]
["Prime Institution PI or authorized designee's Signature",{"$nulls":8},"Phone Number"]
["(This signature validates that the technical progress is in line with spending trends;  indicates that costs are allowable; and serves as an authorization to pay) "]
[]
["Date Invoice received: "]
["Date paid: ",null,null,null,"Must be paid by PTE within 30 days of receipt"]
["Rev August 2015"]

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["Detailed Subrecipient Expenditure Invoice Template"]
[null,"Invoice Number: "]
[null,"Invoice Date: ",{"$nulls":4},"Subaward Number:"]
[null,"Invoice Period:"]
[null,"Invoice Amount: ",null,{"$f":"I29","v":0},null,null,"Award Amount:"]
[]
[null,"Subrecipient Name",{"$nulls":4},"Subaward PI Name:"]
[null,"Subrecipient Address"]
[]
[]
["Expense Categories",{"$nulls":4},"Expenditures  for Invoice Period ","Cumulative Expenditures","Cost Share Expenditures  for Invoice Period ","Cost Share Cumulative Expenditures"]
["Project Costs   "]
["Personnel salaries",{"$nulls":4},{"$f":"SUMIF('Expense Detail'!D6:D16,\"Personnel salaries\",'Expense Detail'!H6:H16)","v":0}]
[{"$nulls":4},"Fringe Benefits",{"$f":"SUMIF('Expense Detail'!D6:D16,\"Fringe Benefits\",'Expense Detail'!H6:H16)","v":0}]
["Domestic Travel",{"$nulls":4},{"$f":"SUMIF('Expense Detail'!D6:D16,\"Domestic Travel\",'Expense Detail'!H6:H16)","v":0}]
["International Travel",{"$nulls":4},{"$f":"SUMIF('Expense Detail'!D6:D16,\"International Travel\",'Expense Detail'!H6:H16)","v":0}]
["Equipment",{"$nulls":4},{"$f":"SUMIF('Expense Detail'!D6:D16,\"Equipment\",'Expense Detail'!H6:H16)","v":0}]
["Supplies & Materials",{"$nulls":4},{"$f":"SUMIF('Expense Detail'!D6:D16,\"Supplies & Materials\",'Expense Detail'!H6:H16)","v":0}]
["Consultants",{"$nulls":4},{"$f":"SUMIF('Expense Detail'!D6:D16,\"Consultants\",'Expense Detail'!H6:H16)","v":0}]
["Subawards",{"$nulls":4},{"$f":"SUMIF('Expense Detail'!D6:D16,\"Subawards\",'Expense Detail'!H6:H16)","v":0}]
["Other Direct Costs",{"$nulls":4},{"$f":"SUMIF('Expense Detail'!D6:D16,\"Other Direct Costs\",'Expense Detail'!H6:H16)","v":0}]
["Total Direct Costs",{"$nulls":4},{"$f":"SUM(F13:F21)","v":0},{"$f":"SUM(G13:G21)","v":0},0,0]
[{"$nulls":4},"F&A Costs "]
["Total Costs",{"$nulls":4},{"$f":"SUM(F22:F23)","v":0},{"$f":"SUM(G22:G23)","v":0},0,0]
[]
[]
["Advance Balance prior to Invoice",{"$nulls":6},"Total costs for Invoice Period",{"$f":"F24","v":0}]
["Amount Applied to Advance for Invoice Period",null,null,null,{"$f":"I28","v":0},"Amount Applied to Outstanding Advance"]
["Total Advance Outstanding",null,null,null,{"$f":"E27-E28","v":0},null,"Amount Requested for Payment",null,{"$f":"I27-I28","v":0}]
[]
[]
["By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. ",{"$nulls":10}," "]
[]
[]
[]
[]
[]
["Subrecipient authorized representative name and title",{"$nulls":6},"Phone Number"]
[]
[]
[]
["Subrecipient authorized representative signature",{"$nulls":6},"Date"]
[]
[{"$nulls":7},"Date Invoice received: "]
[{"$nulls":7},"Date paid: "]

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["Guidelines for Using the Expenditure Report Template To Help Track Subcontractor Expenses"]
[null,"This is intended as a tool for Fiscal Managers to prepare subrecipient invoices with the appropriate documentation for "]
[null,"PI review and sign off, before electronically approving the payment vouchers in PeopleSoft."]
[1,"Subrecipient invoices should not submit just a total dollar amount being charged, unless specifically stated in their subcontractor agreement.  For any cost reimburseable subcontracts, the sub should detail their expenses into specific categories, just as they did in their proposed budget.  If detail is missing, it would be appropriate to email a copy of this Expenditure Report template and say that this is the type of format and detail we expect.  They don't necessarily need to use this particular template but they need to detail it out into expense categories, as shown in this template, although it may be too difficult for smaller companies or foreign entiries to supply this kind of detail because of limitations imposed by their financial systems."]
[2,"Once a subcontractor agreement has been signed and their work can begin, you should set up an invoice template for their award so you can more easily track and manage their expenses.  "]
[3,"Enter the period of performance dates of the award in the \"Award Period:\" space.  You should check each active subrecipient account each month to ensure the sub is invoicing on a regular basis.  In other words, if we are already 9 months into the award period and no invoice has been sent yet, is that due to the fact that the agreement isn't active yet or that the sub just hasn't invoiced yet even though they have been working on the award for 3 or 4 months?  If the latter, you should contact the sub and ask them to submit an invoice as soon as possible.   We can't track their spending if they don't submit an invoice."]
[4,"Enter the subcontractor proposed budget in the invoice template so you can compare actual invoiced expenses to what was proposed."]
[5,"You also need to monitor the POP to ensure UCB receives the sub's final invoice in sufficient time so we can include their expenses in our final invoice to the sponsor.  If you know there will be no additional funding periods and there won't be any no cost extensions for that award, you should contact the sub 2 months before the award end date to remind them to submit their final invoice by a particular date so they can be reimbursed, and ask when we can expect to receive that final invoice."]
[6,"When you are contacting the sub about invoicing to us, try to communicate directly with the person who is actually responsible for compiling the invoice and sending it out so he/she understands the importance of our deadlines."]
[7,"When an invoice is received, enter the amount of each expense category on that invoice into the column \"Current Expenditures\"."]
[8,"You will need to hard code those figures into the \"Cumulative Expenditures\" column after each invoice so you have a permanent record of each invoice total to compare against the budgeted amounts."]
[9,"You should always ask for supporting documentation for pieces of equipment that cost more than $5K and for travel expenses.  Please note that if no travel was budgeted for in their proposal, they should ask for pre-authorization from the UCB PI for their trip(s).   If you have a particularly challenging sub, it would be appropriate for you to request copies of receipts or other documentation for all expenses in the \"Operating Expenses\" category but SPA would recommend that only in the most extreme cases.  However, remember that you are authorized to request appropriate documentation for any invoiced expenses or to reject an invoice for unallowable expenses."]
[10,"Use the \"Guidelines for Departmental/PI Review of Invoices from Subrecipients\" to help you determine if the expenses they are charging are appropriate for the award."]

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["Project Title"]
["Subaward #",{"$f":"'Invoice Template'!H3","v":0}]
[]
[]
["Receipt #","Expense Date","Business purpose/Description of expense","Budget Category","Amount in Local Currency","Currency Type","Exchange Rate","USD Amount"]
{"$rows_empty":11}
[{"$nulls":4},"Total Costs for Invoice Period",null,null,{"$f":"SUM(H6:H16)","v":0}]

{"sheet":"Cash Advance Detail","index":4,"n_rows":12,"n_cols":4,"rows_kept":12,"cut":false,"hidden":false,"merged":[]}
["Cash Advance Detail"]
[]
["Date","Advance Received","Expenses Reconciled","Notes"]
[]
[]
[]
[]
[]
[]
["TOTALS",{"$f":"SUM(B4:B9)","v":0},{"$f":"SUM(C4:C9)","v":0}]
[]
[null,"Total outstanding",{"$f":"B10-C10","v":0}]

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["Personnel salaries"]
["Fringe Benefits"]
["Domestic Travel"]
["International Travel"]
["Equipment"]
["Supplies & Materials"]
["Consultants"]
["Subawards"]
["Other Direct Costs"]