Recording Hourly Costs Against Compliance Actions
Overview
Cost recovery expenses can be recorded and invoiced against compliance actions. Expenses can be entered individually on the Expenses tab of the Compliance/Enforcement Action Details page, or in bulk on the Excel Data Upload page. Cost calculations rely on configuration of compliance action types, fee categories, and periodic invoice fees.
Adding the Expenses Tab for a Compliance Action
The Expenses tab does not appear on the Compliance/Enforcement Action Details page by default. To enable it:
Open the relevant compliance action record.
On the Details tab, ensure the Program Area, Action, Type, and Compliance Action Case Number fields are populated (these are required to enable the Expenses tab), and that the selected compliance action type supports expense tracking (see table).
On the Contacts tab, ensure a “SARR Billing” role exists, or create one. This designates a contact to whom invoices are billed.
On the Program Components tab, add the SARR Contract / Mechanism Details program component form and select the Yes option in the Billable field.
Follow the form instructions to complete it. Once completed, the Expenses tab appears on the record.
Supported Compliance Action Types for Expense Tracking
The following compliance action types support expense tracking.
COST RECOVERY - RP CONTRACTS | COST RECOVERY - NRP CONTRACTS |
|---|---|
Program: Dry Cleaner | Program: Brownfields |
Program: Site Assessment | Program: Federal Remediation |
Program: Federal Remediation | Program: State Remediation |
Program: State Remediation | Program: State Voluntary Cleanup |
Program: State Voluntary Cleanup |
|
Uploading Expenses via Excel Data Upload
nVIRO also supports bulk uploading of expenses using the Excel Data Upload page. To bulk upload expenses:
Navigate to Admin > Excel Data Upload.
Click the Upload Data button.
Drag and drop the Microsoft Excel file into the designated upload area, or click the Choose File button to select a file from your device.
The uploaded file must follow the format in this template: .
Each column represents a required data field:
FY: Fiscal year of the expenses in YYYY format (for example, “2023”)
FYPP: Fiscal year pay period in YYPP format, where each fiscal year is divided into 24 semi-monthly pay periods—two per month starting with periods 01 and 02 in June (for example, “2301” represents the first pay period of June 2023)
NAME: Name of the individual who performed the activity
ACT: Code for the activity performed
TotHrs: Total hours worked
Contract: Compliance action case number (This will be associated with each line item for the specified compliance action)
There are no system requirements or constraints related to the file name.
When prompted, enter the Year and Frequency Type of the expenses, and an optional description.
Click the Upload and Validate button. If any errors are found in the validation process, they are displayed on the Excel Data - Validation Results page. The expenses are not uploaded until the errors are resolved. Click the Open button next to an error to view details.
Creating an Invoice with Invoice Sets
After expenses are successfully entered, the system displays all items that are ready to be invoiced. To generate an invoice:
Navigate to Admin > Invoice Sets.
In the Fee Category field, select either COST RECOVERY - NRP CONTRACTS or COST RECOVERY - RP CONTRACTS.
Click the Open button next to the effective period to be invoiced. This opens the Invoice Set page.
Click the Refresh Pre-List Data button to retrieve all expenses for the selected effective period. This process typically takes less than five minutes. During this time, the invoice set status displays as Refreshing.
When the refresh is complete, expenses appear in the Ungrouped Invoices section. Click the Open button next to this section to select expenses for invoicing.
Select the checkbox next to each line item to be invoiced, then click the Invoice # Items button, where “#” reflects the number of selected items.
This list displays the Site Name, Compliance Action Number, Fee Type, Fee Cycle, Amount, and Billing Contact for each item. To make changes to an expense, click its Compliance Action Number to open the Compliance/Enforcement Action Details page. Then, open the Expenses tab to edit individual line items.
All edits must be completed before the invoice is generated. Once an item is invoiced, changes must be made through an adjustment to the invoice itself. For more information, see the Adding Late Fees, Fee Adjustments, and Ad Hoc Fees page.
When prompted, enter a name for the batch of expenses, then click the Generate button.
After the invoices are generated, the invoice group appears. Click the Open button to view invoiced expenses, then click the Open button next to any line item to open the Financial Details page. The Details tab shows a summary of invoiced line items and status information, with links to the related compliance action and case number. The Documents tab contains the system-generated invoice in Final status.
Configuring a New Periodic Invoice Fee
To configure yearly direct and oversight costs:
Navigate to Admin > Lookups > Periodic Invoice Fees.
Click the Add New Invoice Fee button. This opens the New Periodic Invoice Fee page.
Complete the following fields:
Fiscal Year
Fee Category (Select COST RECOVERY - NRP CONTRACTS or COST RECOVERY - RP CONTRACTS.)
Fee Type (Select Direct Costs or Oversight Costs.)
Default Amount (For direct costs, set to “0.”)
Click the Save button.
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