If a Yale subrecipient has overcharged Yale on a sponsored project, we must receive reimbursement of those overcharged costs to subsequently reimburse the sponsor. To facilitate this, Yale must receive two items from the subrecipient:
- A refund check for the amount overcharged, identifying the Subaward(s) impacted
Note: If more than one Subaward is impacted, the amount being refunded for each Subaward must be explicitly identified - A detailed report / credit invoice that provides a breakdown of costs being reimburse by budget category
Instruction for the Subrecipient:
Inform the Yale PI and/or the Yale department administrators of the forthcoming refund.
Mail a refund check to the Yale Accounts Payable office. The Yale Accounts Payable physical address is:
Yale University
Accounts Payable Dept.
PO Box 208228
New Haven, CT 06520
ATTN: AP Quality Analyst
The check must include at minimum a reference to the Subaward Number.
Email the detailed report / credit invoice breakdown to the Yale PI’s department administrators. Do not email the detailed report of costs to be reimbursed to the YSS email address provided in Attachment 3A of the original subaward, as that is solely for invoices to be paid by Yale.
Instruction for the DBO
Upon notification of a refund being issued, notify SPFA immediately using the SPFA Intake Portal.
If the DBO receives a refund check from a subrecipient, forward to Yale Accounts Payable immediately. Confirm that we have also received the detailed report / credit invoice that provides a breakdown of costs being reimbursed by budget category, and if not, follow up with the subrecipient to obtain it for credit processing.
Maintain the detailed report / credit invoice breakdown in project files for reference.