Contracts and Grants Accounting Collections Process Update

While the vast majority of invoices generated for sponsored research are paid to UCSF in a timely manner, some enter the collections process. The formal collections process begins in Contracts and Grants Accounting (CGA) when an invoice is 120 days overdue. For larger invoices over $500,000, CGA proactively follows up at the 90-day past due mark to prevent further aging.

CGA has implemented several new practices to further support the collections process.

  • Dunning notices emailed to sponsors are now automated and sent to every sponsor with an invoice over 60 days overdue.
  • Sponsors receive one email every 30 days that incorporates all overdue invoices for all active sponsored research projects.
  • CGA registers all sponsors identified with payment problems on Google Alerts to help stay informed of sponsor news in the media.
    • CGA Collections is alerted to any news regarding a sponsor, including securing additional funding, media coverage of a shutdown, abandonment, or bankruptcy filing.
    • This has allowed intervention with several funders where we were ultimately successful in receiving full payment.

Billing and collections is a collaborative effort requiring CGA and the individual department to partner together. See the Post Award Responsibilities Quick Reference Guide on the Controller’s Office website for a summary of department responsibilities and CGA responsibilities pertaining to collections for all award types. These responsibilities, governed by Campus Administrative Policy 300-19, Expenditures of Sponsored Projects and Policy 300-11, Accounts Receivable, were also highlighted in the January Controller's Office Newsletter.

Departments should follow these best practices to ensure timely and full payment of invoices and to prevent collection actions.

  1. Keep your CGA Service Team informed of the correct sponsor billing contact information, including email and physical address. This ensures invoices are received by the right party without delaying payment processing.
  2. Know what supporting documentation is required for each invoice.
    • For department-generated invoicing, confirm all necessary documentation in the contract agreement and work with your CGA Service Team member if questions arise or clarification is needed.
    • Provide all materials for each invoice submission, as required, to the sponsor.
  3. Use the correct portal system properly.
    • When uploading invoices to a sponsor portal, follow all instructions and include all supporting materials.
    • Email copies of all invoices to [email protected] for timely recording in RAS.
  4. For milestone-driven agreements, do not submit invoices prior to meeting the sponsor criteria for billing.

If you have questions about the collections process, contact your CGA Service Team.