Five Things Post-Award Research Administrators Will Want to Know - About Sponsor Invoice Collections

Sep 16, 2026

Upload by Rhys

Post-award research administration guidance focused on sponsor invoice collections, connecting key accounting concepts—revenue versus cash, accrual-basis accounting, and accounts receivable—to the practical invoice lifecycle. The material explains how revenue management follows up on outstanding invoices, outlines escalation stages based on days past due, and clarifies departmental actions for aging and notable statuses. It also describes tools for tracking sponsored project invoice activity and emphasizes effective communications between revenue management and division or dean’s offices.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages19

Reading Time7 min

AccessFree to download

Learning Objectives

Accounting Concepts and Revenue/A-R Relationships

Invoice Lifecycle and Follow-Up Process

Reducing Financial Risk Through Division Procedures

Tracking Tools: SPAR, WISDM, WISER

Communications Between Revenue Management and Departments

Invoice Aging Levels and Collection Notices

Level 1–Level 5 Escalation Schedule

Department Actions for Aging Statuses

RSP Contacts and Useful Resources

Symposium for Research Administrators-September 26, 2018-UW-Madison Five Things Post-Award Research Administrators Will Want to Know About Sponsor Invoice Collections Learning Objectives: 1. Tackle some related accounting concepts: Revenue, Accrual-Basis Accounting, and Accounts Receivable Contract => Budget Expenses => Revenue Invoices => Accounts Receivable Payment => Reduces the A/ R ( Revenue ≠ Cash) 2. Learn about the lifecycle of an invoice and the role of the Revenue Management Team in following up on outstanding payments 3. Discuss the role of the division/deans offices and some procedures that can be implemented to reduce financial risk 4. Explore division dashboard tools and WISDM/WISER for information about sponsored project invoices and payments SPAR Report WISDM (handout) WISER (handout) 5. Gain insight into helpful communications between the Revenue Management Team and departments or deans offices Symposium for Research Administrators-September 26, 2018-UW-Madison Five Things Post-Award Research Administrators Will Want to Know About Sponsor Invoice Collections Contacts: Susan Horein Accounts Receivable Analyst, Accountant Revenue Management, Research and Sponsored Programs [horein@rsp.wisc.edu](horein@rsp.wisc.edu) (608) 262-1027 Favorite quote: “Superior infrastructure makes for richer [science].” -paraphrasing Bryson’s “Thunderbolt Kid” Tamara C. Kuhn Martin Assistant Dean for Research Administration College of Engineering [tamara.kuhnmartin@wisc.edu](tamara.kuhnmartin@wisc.edu) (608) 265-0504 Favorite quote: “I ’m a Research Administrator. What’s your Superpower?” Some Resources: Revenue Management Team-General email: [rsp_revenue@rsp.wisc.edu](rsp_revenue@rsp.wisc.edu) [https://www.rsp.wisc.edu/awardmg](https://www.rsp.wisc.edu/awardmgt/ and)[t/](https://www.rsp.wisc.edu/awardmgt/ and)[ and](https://www.rsp.wisc.edu/awardmgt/ and) scroll to the bottom of the page Notice of Financial Responsibility for Uncollectible Costs on Extramural Projects [https://www.rsp.wisc.edu/chap4/rn/rn11-2.html](https://www.rsp.wisc.edu/chap4/rn/rn11-2.html) Search for upcoming training on “WISDM for Grants Management” or “WISER for Grants Management” -[https://www.talent.wisc.edu/Catalog/Default.aspx](https://www.talent.wisc.edu/Catalog/Default.aspx) If you receive a check from a sponsor in payment of a research project [https://www.rsp.wisc.edu/routing/checks.cfm](https://www.rsp.wisc.edu/routing/checks.cfm) Invoice Aging begins when the invoice is transmitted from the RSP Accountant to the sponsor. Collection Notices commence if the invoice has not been paid after 74 days have passed. Level 1 75-104 Days Past Due Level 2 105-134 Days Past Due Level 3 135-164 Days Past Due Level 4 165+ Days Past Due Level 5 • Level 1 (Second Request) letter and copy of the invoice(s) are sent to sponsor • Sponsor is given 30 days to respond to this request • Level 2 (Third Request) notice and copy of the invoice(s) are sent to sponsor • Sent 30 days after Level 1 request is sent to sponsor and no response • The PI, Dean's Office/Director, and Dept. Administrator are notified • Level 3 (Final Request) notice, copy of the invoice(s), the agreement and any mods, and copies of the Level 1 & 2 notices are sent to the sponsor • Sent 30 days after Level 2 request is sent to sponsor and no response • The PI, Dean's Office/Director, and Dept. Administrator are notified • Level 4 (Collection Notice) letter and copy of the invoice(s) are sent to the sponsor • Sent 30 days after Level 3 request is sent to sponsor and no response • Sponsor is given 10 days to respond to letter to avoid legal action • The PI, Dean's Office/Director, and Dept. Administrator are notified • RSP, Department Admin, Dean's Office, PI discuss to determine next steps and course of action (i.e. UW Legal, Collection Agency, departmental coverage ofuncollectible e

FAQs

What accounting concepts are emphasized for sponsor invoice collections after award?

The handout covers revenue versus cash, accrual-basis accounting, and accounts receivable, including how contracts and expenses map to revenue and how payments reduce accounts receivable.

When does invoice aging begin, and what triggers collection notices?

Invoice aging begins when the invoice is transmitted from the RSP accountant to the sponsor. Collection notices start if the invoice remains unpaid after 74 days.

What actions do departments need to take for outstanding receivables in different statuses?

The material outlines actions for cost transfers to clear outstanding receivables, department involvement when RSP is waiting on progress or supporting documentation, and department responsibility for addressing uncollectible invoices through cost transfers to remove uncollectible expenditures.

Sep 16, 2026

Upload by Rhys