The purpose of this guide is to help Unit or Department Administrators request Milestone Invoicing for awards billed based on performance or completion of milestones as specified in the award document.  The Bill Type can be found in AURA in the “Additional Oracle Award Information.”

Note: This does not affect clinical trials. Billing for clinical trials will remain a departmental responsibility.

 

 

Note 1:

It is important that invoice requests are sent timely because:

• Some agreements/contracts stipulate that payment of invoice(s) will be withheld if they are not sent timely, and
• Milestone Invoices are never automatically sent on these types of agreements/contracts. A milestone invoice request is the required prompt to send an invoice.

Note 2:

All information requested in this form must be completed or the invoice cannot be created. The Additional Information and Comments fields may be used to provide additional information and/or guidance.

• Please provide dates the Milestone was met (date ranges, if required), valid emails to send the invoice to, correct dollar amounts, currency (please provide currency converter), purchase orders numbers, name of Milestone met, and Milestone descriptions.

 

 

1. Navigate to the ServiceNow portal.
   • Note: If you haven’t done so already, you will need to sign in with your CNET ID and password.
2. Enter Milestone into the search field labeled How can we help? and either hit Enter or select the magnifying glass symbol.

3. Select Milestone Invoicing Form.

4. Select Request This Service.

5. Complete the Submitter Information section of the form.
   • Who is submitting this form will automatically populate based on your CNET.
   • What is the submitter’s department will automatically populate based on your CNET.
   • Are you submitting this request on behalf of someone else will default to No. Select Yes from the dropdown menu if are completing this form for someone else.
   • Who should be copied on this request may be left blank. Enter a UChicago employee’s name into this field only if you want them to be copied on all communications with the F&A Knowledge and Support Center related to this request.

6. Complete the Account Information fields.

1. 1. Financial Account Type Information – Select POETAF.
   2. Financial Account – This field will auto-populate based on your entries in the Project, Expenditure Org, Expenditure Type, Task, Award, and Funding Source fields.
   3. Status – The status will automatically change from Incomplete to Complete once all the POETAF field have been successfully entered.
   4. Expenditure Item Date – Change this date from today’s date to the actual date in which the Milestone was met.

7. Optional: Add to Favorite Financial Accounts – Leave this box checked and complete the Favorite Account Nickname field if you would like to add the POETAF string entered above to your Favorite Financial Accounts list.
   • Note: Uncheck the box if you do not want to add to your Favorite Financial Account list.
8. Fill in the Milestone Completed.
   • This is the last day that work was completed related to these charges.
     1. This will be equal to the Period Milestone Completed End Date in Step 10.
     2. This is the “actual” date that work was completed and may be prior to the latest date stipulated in the Award.
9. Enter the Period Milestone Completed Start Date.
   • This is the first date in which work was performed relative to this Milestone.
     1. This is the “actual” date that work began and may be later than the earliest date stipulated in the Award.
10. Enter the Period Milestone Completed End Date.
    • This is the last date in which work was performed relative to this Milestone.
      1. This will be equal to the Milestone Completed date in Step 8.
      2. This is the “actual” date that work was completed and may be prior to the latest date stipulated in the Award.
11. Select the Checkbox to indicate that all Required Documentation has been attached to this form.
    • The button to attach documents is at the bottom of the form (see second image below).
    • Important Note: Attach only related billing information or emails to the request. The Billing Department should never receive progress reports or data on the trial.
12. Enter the Total dollar amount being invoiced field.
    • This is the amount that will be sent to the Sponsor for reimbursement.

13. Complete the required fields in the Sponsor Contact Information section.
    • Name - Name of the Sponsor.
    • Email – Email associated with the Sponsor.
14. Optional – Complete the optional fields in the Sponsor Contact Information section.
    • Phone – Phone number associated with the Sponsor.
    • Other Information – Additional Information for the person completing your request.
      1. Examples: Calculation of currency conversion, PO numbers, name and description of Milestone met, whether this is a Final Invoice.
    • Comments - Additional Information to be forwarded to the Sponsor, along with the invoice.
15. Select Submit.