Subrecipients (or subawardees) may submit their first invoice once the subaward is fully executed and work has commenced in accordance with the terms of the agreement.

Subrecipients must follow the invoicing instructions outlined in the subaward agreement. In most cases, invoices should be submitted to both the FIU Principal Investigator (PI) and ORED at subinv@fiu.edu.

Invoice Review and Requirements

ORED reviews all invoices to ensure compliance with the subaward agreement and to confirm that all required information is included. Because requirements may vary, subrecipients must always refer to their specific agreement.

In general, invoices must include:

1. Subaward number
2. Purchase Order (PO) number
3. Billing period (dates during which expenditures were incurred)
   • Costs must fall within the approved budget period
4. Current and cumulative costs (including cost sharing), broken down by major cost category
5. A signed certification statement confirming the accuracy of the invoice

1. • Federal awards: I certify to the best of my knowledge and belief that the information provided herein is true, complete, and accurate. I am aware that the provision of false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil, or administrative consequences including, but not limited to violations of U.S. Code Title 18, Sections 2, 1001, 1343 and Title 31, Sections 3729-3730 and 3801-3812.”Sample certification statement for
   • Non-Federal awards: I certify that all expenditures reported or payments requested are for appropriate purposes and in accordance with the provisions set forth in the subaward documents.

6. Detailed Invoice and Supporting Documentation (if required)

Subrecipient must submit a detailed invoice for payment including a description of the services provided, items purchased, dates and amounts for the following charges:

1. Salaries and fringe – name, gross amount, fringe, or copy of the payroll register listing this information;
2. Travel – Subrecipient must submit supporting documentation for all travel expenses together with the detailed invoice. Reimbursement for travel expenses must be in accordance with Fla. Stat. Section 112.061 except that reimbursement for travel expenses incurred by non-state of Florida personnel may be in accordance with the provisions of the Sponsor’s Prime Contract or grant;
3. Equipment – Subrecipient must provide FIU with receipts for all equipment purchases exceeding $1,000;
4. Expenses – Subrecipient must provide FIU with receipts for all items exceeding $1,000;
5. FIU reserves the right to request supporting documentation for any other or all items listed on Subrecipient’s invoices, including items below $1,000.

Fixed-Price Subawards

For fixed-price agreements, invoices must either:

• Reflect the unit of deliverables and applicable unit rates that support the billed amount, or
• Match the payment schedule outlined in the subaward agreement

Invoice Processing

• ORED reviews invoices for compliance
• Invoice along with approval form is sent to Principal Investigator (PI) for review and approval
• Once PI approves the invoice, the department will enter receiving transaction and send invoice to Accounts Payable (invoices@fiu.edu) for processing
• Accounts Payable creates a voucher to create payment
• A voucher notification is sent to ORED, providing a final review opportunity before payment is released
• Payment terms: Net 30 days from the invoice date

For more information on the Accounts Payable process, see Payment Services, Accounts Payable

If the PI determines there is an issue with sub awardee performance, the PI or PI’s delegate should contact ORED immediately so that invoices can be held until the issue is resolved.

Final Invoice

The sub awardee should send the final invoice in time to meet the deadline specified in the subaward agreement. The invoice should be marked “Final.” The same process is followed as with an interim invoice.