Subrecipient Invoice Processing Changing Effective May 1, 2021

The Office of Research Administration (ORA) has redesigned the process for paying subrecipient invoices. This new process reduces the work required of the Departments while simplifying the tracking of these payments and as an added benefit will reduce the number of purchase orders generated.

Currently invoices are forwarded to the departmental administrator and PI. The PI signs the invoice indicating approval and the departmental administrator then loads the invoice into PORT for approvals and payment. Starting May 1, 2021 ORA will be processing those invoices for payment in PORT.

Beginning May 1, when a Department receives a subrecipient invoice, their only responsibility will be to get the PI’s signature, indicating approval, and then scan the signed invoice back to ORA at ora@ecu.edu. Departments will no longer be responsible for entering the invoice into PORT. We believe that this new process will not only reduce the workload in the departments but also result in a faster payment process. We have attached a flowchart to show this new process that will begin on May 1. Any invoices that were received by the department prior to May 1 should be entered into PORT by that department administrator as per the current process.

If you have further questions, please contact your Grants Administrator or ORA at ORA@ecu.edu.