Form 270: Request for Advance Reimbursement

1. Get started (SAP menu path, fast path)
2. Enter WBS Element
3. Request for Advance Reimbursement: (parts 1 - 10)
4. Request for Advance Reimbursement (part 11): Computation of Amount of Advance Requested
5. Create invoice
6. Print invoice

1. Get Started

• SAP menu path

  Role ZSBM =>Miscellaneous => Z270 - Form 270: Request for Advance Reimbursement

• SAP Fast Path

  At the Command Line, enter: /nZ270

2. Enter WBS Element

1. Enter WBS element:
   

   

Enter WBS element of grant that requires advance payment (and for which you want to create an invoice).

2. Select to create new invoice or reprint old one:

   

   New invoice vs. Reprint old invoice (Select appropriate radio button)

   Billing Type (Default = 02, for advance payments on grants, usually sponsored by Navy, Army, or Air Force)

   Invoice number (when creating an invoice, leave blank)

3. or ENTER

3. Request for Advance or Reimbursement (parts 1 - 10)

SAP fills in the first 10 parts of the form automatically (except INVOICE NO, which is assigned in step 5 when you click on Create invoice button).

Note: When you create the final invoice (usually after the grant has been terminated and audited), you need to select "final", and unselect "advance", under part 1 - Type of Payment.

4. Request for Advance or Reimbursement (part 11): Computation of Amount of Advances Requested

MIT uses only the TOTAL column of form 270, part 11 (shown below). See table below for instructions on how to fill in TOTAL column. Part 12 of the form is not used.

Description of line	How to fill in TOTAL column
a. Total outlays to date	SAP fills in the account's total expenditures to date. Note: If the account is a parent, you need to add the expenditures to date for its children.
b. Less: Cumulative program income	not used
c. Net program outlays (line a minus line b)	SAP fills in; line a minus line b.
d. Estimated net cash outlays for advance period nn/yy	Enter your estimate for cash required by project over next 30 - 45 days.
e. Total (sum of lines c & d)	SAP sums lines c and d.
f. Non-federal share of amount on line e	not used
g. Federal share of amount on line e	SAP copies from line e.
h. Federal payments previously requested	SAP enters total amount of previous advances.
i. Federal share now requested (line g minus line h)	SAP subtracts line h from line g. This is amount of current invoice.
j. Advances required by month....	not used

5. Create Invoice

• Click on Create invoice button what else is required??
  

6. Print Invoice

• Click on Print invoice button.

Note: Some invoices are sent to the sponsor via government's EDI system; some invoices are mailed out.