Overview

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This article answers common questions related to subawards and recommended resolutions. 

Subaward Invoices

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Q: Why is my invoice showing in Kuali?

A: The supplier has not submitted the invoice through Transcepta. Confirm with your subaward contact your invoice was submitted in Transcepta.

NOTE: Subaward invoices submitted through Transcepta may fail for the following reasons:

1. There is no funding left on the subaward.
2. The invoice date is outside the dates the funding is active.

Q: Why is my invoice in Kuali with the status “Enroute”?

A: Requisitioner needs to approve/finalize Invoice in Action List. If your invoice have been set back to an "enroute" status after approving, the integration to Oracle could not create an Oracle invoice. Email researchadmin@ucsd.edu for assistance.

Q: Why is my invoice status in Kuali “Final” but not in Oracle?

A: Your SSID may need to be updated. If updating your SSID, submit a ticket to Kuali Client Support to approve the update and re-trigger the Invoice(s) for payment.

Q: How can I reissue a check that has incorrect information listed? 

A: The requisitioner should email researchadmin@ucsd.edu.

Q: My supplier says they never received their ACH direct deposit payment, how can I verify payment status?

A: Best practice is to view invoice status in Oracle for detailed information.

1. Invoice status may be found in Oracle on the Payments tab on the Accounts Payable Invoices module.

Q: Who can I contact for subaward contract questions regarding terms and conditions of the agreement and status e.g. subaward has been Disapproved?

A: Requisitioner should email researchadmin@ucsd.edu.

Q: Who can I contact for questions regarding the performance of the Project, such as milestones met or payments based on Allowable Cost?

A: The subaward requisitioner would be the best point of contact for this information. 

Q: How can I make a change to the Requisitioner on the KR subaward Record?

A: The Department would update the subaward with the new Requisitioner. See steps here, KB0032243: Updating the Requistioner on a Subaward. You can also email researchadmin@ucsd.edu.

 

Payments

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For all questions below, please refer to the following Answer.

Q: Where can I obtain proof of payment, e.g. when a check image is needed?

Q: How can I reissue payment for a damaged or lost check?

Q: My supplier received an ACH direct deposit payment with no information, how can I look up where the payment should be applied to?

A: Submit a ticket to IPPS Payment Services, select Outgoing Payments for your service offering and include the following information:

1. Payment Number
2. Date payment was issued
3. Payment amount
4. Supplier ID