Overview
Non-Student Billing Operating Guidelines briefs you on operating guidelines to departments extending credit to third-parties upon the delivery of goods and services. It describes the work the Accounts Receivable team does, how it is done, and the rules for engagement.
Campus Deliverables
Invoice processing and revenue recognition
Revenue is recognized on the general ledger when the system posts an invoice to the customer account. The frequency for the billing cycle may be weekly or monthly.
Payment methods
Customers may remit payment on BFS Billing/AR (BFS:AR) accounts via check, money order, wire transfer, e-check, or other method acceptable to the Accounts Receivable team at the Controller’s Office. Payments to BFS:AR accounts will be posted and deposited by Accounts Receivable within one business day of receipt.
Note that we currently do not accept credit cards, however efforts are underway to evaluate this possibility for the near future.
Collections
- Accounts Receivable team is responsible for setting up the following within the BFS AR system:
- New customer accounts and contacts
- Charge Codes
- Distribution Codes
- Dunning Letters are generated on a monthly basis on the 15th of each month and mailed to the customers when the balance is 30 days past due.
- Accounts Receivable team assists with collection efforts on past due accounts, including monthly past due letters to customers and, if necessary, placement with an outside collection agency.
Policies that Govern the Work
The receivable is an asset to the campus and must be reflected accurately and in a timely manner on the University’s financial records. Campus entities extending credit to customers will record the transaction in the BFS:AR system. The transaction should be entered within three (3) business days of recognition that a receivable situation has occurred.
Policy for Cash and Cash Equivalents Received - BUS-49
UC Accounting Manual R-212-2: Receivables Management
UC Accounting Manual C-173-78: Cash: Unclaimed and Uncashed Checks
Roles and Responsibilities
Campus departments are expected to:
- Review reports of aging departmental receivables on a regular basis
- Reassess the creditworthiness of their customers
- Suspend credit arrangements with customers who fail to honor their debt to the campus
- Partner with Accounts Receivable to coordinate collection activities
- Accept cash payments at the time of purchase whenever possible
- Resolve disputes with customers in a good faith and timely manner
- Departments are responsible for maintaining accurate invoice details. Credit adjustments for returned items, unfulfilled deliveries, early-pay discounts, and similar occurrences must be entered in the BFS:AR system accurately and in a timely manner.
- Departments may not agree to accept installment payments on past due receivables. Refer to Section IV for Past Due Account and Collection Practices.
Systems Used
Additional Resources
The Accounts Receivable Non-Student Billing Team can support you with non-student Billing, which includes Membership Billing and Business Contracts invoicing.
You can contact us at:
- 510-642-4177