If a subrecipient has overcharged Yale on a sponsored project, Yale must be reimbursed for those overcharged costs to subsequently reimburse the sponsor. To facilitate this, Yale requires 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 budget category breakdown of costs being reimbursed.
Instructions for the Subrecipient
Inform the Yale PI and/or the Yale department administrator of the forthcoming refund.
Mail a refund check to the Yale Accounts Payable office:
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.
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. 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.