A subcontract is administratively complete when all subcontract activities identified by the Buyer on the subcontract Closeout Checklist have been completed.
Closeout is the process of reviewing the subcontract file to ensure that all requirements of the subcontract have been satisfied, settle all outstanding contractual issues, and complete all outstanding documentation requirements (e.g., all items are delivered, services are rendered, government furnished property is accounted for, inventions identified and patent clearances documented, and funds de-obligated). Closeout follows physical completion and includes all the activities up to and including issuing final payment and preparing the subcontract file for archiving. There are two types of PO closeout processes:
Closeout Time Standards
The Closeout Time Standard specifies the number of days by which the closeout process must be completed after physical completion of the subcontract (all materials ordered are delivered and all services ordered are rendered). Refer to the Closeout Policy section of this website for further information.
Deobligation means removing the lien from the subcontract.
Divisions may ask the assigned Buyer to arrange with the subcontractor for the closeout of a subcontract before its currently-stated expiration date.
POs are subject to the PO Closeout Process after reaching their expiration dates. These dates are shown in FMS as either the Due Date (for one-time POs) or the End Date (for extended-term/blanket POs). For extended term POs about to expire, a Renewal notice is emailed to the Division at 3 months and 1 month prior to the End Date. Divisions then decide if they want to renew or allow the PO to go through the closeout process.
Financial Management System (FMS)
The Oracle/PeopleSoft software system used to track POs issued by the Laboratory to a subcontractor. The system also handles payments to subcontractors, receipts of material, and assign costs to LBNL projects.
A PO is financially complete when there are no longer any liens appearing in FMS for the PO. The PO is financially complete when:
(A PO can be financially complete but still not be administratively complete.)
FMS PO Status
GFP is property owned by the government and made available to a subcontractor for its use during the performance of work under a specific subcontract with the Laboratory. The term includes government-furnished equipment and government-furnished supplies.
SAP is property that the subcontractor acquires or otherwise provides under the terms of a subcontract and to which the government takes title.
Refer to GFP/SAP for additional information.
An invoice is an itemized bill from a subcontractor for goods sold or services provided. The invoice contains information such as individual prices, the PO # and the amount to be paid by the Laboratory. The invoice must meet minimum standards and be appropriately sent to LBNL Accounts Payable as outlined in the subcontract.
A voucher is a financial transaction in FMS that is created by Accounts Payable from the information contained on a subcontractor’s invoice. The voucher is used to facilitate the payment process to the vendor based on the method of choice provided from the vendor.
Matching in FMS
The FMS process of matching voucher amounts (invoices entered into FMS by Accounts Payable) to PO amounts and receipts (if applicable). When the voucher's amount matches the PO amount, the voucher will be paid. When the sum of all vouchers matches the PO total, the PO is considered matched.
Scientific and Technical Information (STI) (Sometimes referred to as "OSTI")
Read definition HERE (SP 4.4).
Physical completion or physically complete means that the subcontractor has provided the required deliverables and the Laboratory has accepted these items; the subcontractor has performed all required services and the Laboratory has accepted these services; the term of the subcontract, including any option periods, has expired; or the Laboratory has given the subcontractor a notice of complete subcontract termination.
The terms "Extended Term" and "Blanket POs" are used interchangeably on this website. There are two types of POs:
Procurement Specialist, Buyer, Subcontract Administrator
These terms are used interchangeably on this website. A procurement specialist is an individual who is responsible for the solicitation, negotiation, award, and administration of subcontracts. The term refers to a buyer, subcontract administrator, contract specialist, or other procurement professional.
Subcontract Closeout Memo
If required, Procurement will send a Subcontract Closeout Memo (in the form of a Google Docs website survey) to be completed by Division Technical Representatives/Requesters as part of the closeout process after the PO's physical completion. Refer to sample.
Subcontractor, Vendor, Supplier
The terms Subcontractor, Vendor, and Supplier are used interchangeably on this website. A Subcontractor is the party to whom the University issues a subcontract under the Prime Contract for goods or services for the Laboratory. A Subcontractor is also called "Supplier." The Subcontractor is entered into the Laboratory's Financial Management System (FMS) as a Vendor.
Acknowledgment by the Division Technical Representative / Requester that the supplies or services conform to applicable subcontract requirements for quantity and quality. Acceptance may take place before, at the time of, or after delivery, depending upon the provisions of the subcontract.
A Technical Representative (Tech Rep) is an individual at the Lab who oversees the technical aspects of a subcontract and is responsible for division closeout activities.