End Users must ensure that amounts invoiced are accurate. This entails the responsibilities described below. Because these responsibilities require a thorough understanding of the contract terms and the work provided, it will usually be necessary for the fiscal officer (who approves the invoice in KFS) to confer with those in his/her department who are knowledgeable about the contract and the work prior to approving the invoice. It will be assumed that the fiscal officer has met this responsibility if he/she approves an invoice.

• Timing of Invoice. Contracts specify the point in time at which the vendor may invoice. For example, sometimes the vendor may invoice upon order, sometime on delivery of specific “deliverables,” sometimes monthly, and sometimes at end of all the services. End User Departments should ensure that any invoice it receives has been submitted no earlier than the point specified in the contract.
• Adequacy of Performance. The End User Department should determine whether the vendor has performed its work properly. Where the vendor has not performed properly, the End User Department should confer with Procurement Services prior to approving the invoice.
• Accurate Compensation- Hourly Rates. Some contracts contemplate UConn paying a vendor based on hourly rates. In such cases, the applicable hourly rate will be on the Purchase Order (or on an attachment thereto). The End User must then
  • Confirm that the rates on the invoice is consistent with the rates on the Purchase Order.
  • Confirm the accuracy of the number of hours invoiced.

• Accurate Compensation- Fixed Fees. Some contracts contemplate UConn paying a vendor a fixed fee for some or all of the goods or services. In such cases, the fixed fee will be on the Purchase Order (or on an attachment thereto). The End User must then confirm that the fee on the invoice is consistent with the fee on the Purchase Order.
• Accurate Compensation- Discount off List. Some contracts contemplate UConn paying a vendor a percentage discount off the vendor’s list price for some or all of the goods or services. In such cases, the discount and the resulting amount due will be on the Purchase Order (or on an attachment thereto). The End User must then confirm that the discount and amount due on the invoice is consistent with the information on the Purchase Order.
• Accurate Compensation- Reimbursement. Some contracts require UConn to reimburse vendors for certain costs. For such contracts, the End User Department will need to do the following (it is important to note that many contracts do not require UConn to reimburse vendors for costs; it is therefore essential that, prior to approving reimbursement, the fiscal officer confirm that the contract in question requires such reimbursement).
  • Confirm that the reimbursement request is supported by documentation that shows the cost incurred and that demonstrates that the cost was incurred for the services.
  • Some contracts may cap the amount that UConn must reimburse. In such case, the End User Department must ensure that UConn does not reimburse the vendor in excess of the cap.
  • Ensure that all travel reimbursement is consistent with UConn Policy.

• Accurate Compensation- Price Increases. Some contracts provide that the vendor’s prices may increase over time. For example, some contract provide for automatic equal to a specific government index. For such contracts, the End User Department will need to:
  • Ensure that the increase amount is consistent with the contract.
  • Ensure that the increase is being included in invoices no earlier than the point in time specified in the contract (for example, at the anniversary of the contract execution date).

• Accurate Compensation- Calculations. End User Departments must ensure that the math on any invoice is accurate.