[Bnc-faculty-all-list] IMPORTANT - Change to the iLab billing process

[Cox, Erica L]

Greetings,

This email is a notification of upcoming changes to the billing process in iLab.  As we have continued to implement iLab, we have looked for ways to improve upon our processes to make things more simplified and automated in the system.  One way that we intend to improve processes is to implement a new invoice approval step for PIs and business offices.  Implementing this will also allow the facility managers and directors to 'touch' an iLab billing event one less time than they do today.

Currently, the billing process consists of confirming usage and completing services, and then 5 business days later, creating and sending a billing file to Purdue.  The new process will continue to require confirmation of usage and completion of services, as well as the creation of a billing event, but there will be no necessary time between the two events.  Once usage is confirmed and services completed for a billing period, a facility manager can simply create the billing event and then send invoices to PIs.  This will then trigger an email to each PI included in the billing, and they will then have 10 calendar days to make any changes to their account information before the billing event automatically is sent to Purdue's SAP system for posting.

As a PI, this will be a significant change since today, you receive no billing email notification or approval from iLab.  You can choose to review and approve the invoice(s) or allow your Business Offices to continue to review charges and make necessary adjustments to account assignments prior to the billing event being sent to SAP.  If you desire to approve the invoice an instruction sheet outlining the steps to do so can be found here, on the Approve Invoice - PI Quick Reference Card<https://spa2010.itap.purdue.edu/Business/businessatpurdue/QRCs/Approve%20Invoice%20-%20PI.docx?Web=1> (QRC).  If you do not approve the charges, or find that they should be charged to an alternate account, the QRC also provides instructions on how to do so.

All activity and billing periods revolve around a Recharge Center Billing Calendar FY 18<https://spa2010.itap.purdue.edu/Business/businessatpurdue/Documents/Recharge%20Center%20Billing%20Calendar%20FY18%20NEW.docx>.  This change will go into effect beginning with the August 14-August 31 Activity Period.  What this means for you is that during the Core Review Period of September 1-5, facilities will begin sending invoices to PIs.

Please note that even if an invoice is never approved, it will automatically be sent to SAP 10 calendar days after being created.

If you have questions relating to this change, please email ilabhelp at purdue.edu<mailto:ilabhelp at purdue.edu>.

/////////////////////////////////////////
Erica Cox
Business Manager
Birck Nanotechnology Center
1205 W. State Street
West Lafayette, IN 47907
[New DP Logo B&G]
* ericacox at purdue.edu<mailto:ericacox at purdue.edu>
*  765-494-1619

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