Contact: Campus Billing
Services at (949) 824-2455
The University Invoice is
the method used by University departments to bill for goods and services, fines,
claims for reimbursement, and other miscellaneous obligations due the University.
A recharge of $2.50 per invoice is charged for processing University Invoices.
A. Types of University
Invoice Transactions
Student Obligations
University Invoices
to students are typically the result of library fines, returned checks, delinquent
payments, and failure to comply with payment schedules. An invoice must be
issued notifying the student of a financial obligation to the University.
UCI administration takes positive action on unpaid invoices, which may, with
the Chancellor's approval, include dropping these students from enrollment,
preventing future registration, refusing to issue transcripts, diplomas, etc.
Employee Obligations
Invoices are issued
to current employees for library fines and other miscellaneous financial
obligations.
Invoices are issued
to former employees for library fines, salary overpayments, or any other
miscellaneous financial obligation owed the University.
Outside Organizations
and General Public Obligations
Credit may be granted to
outside organizations and to the general public (which may include students
and staff) by campus departments authorized to provide services and/or products.
An invoice is the
proper method for notifying an individual or organization of the obligation
to pay for the service and/or product received.
To accommodate recurring
transactions with outside organizations, special arrangements may be made
to establish credit and periodic invoicing. Billing in these cases should
conform to normal commercial practice; regular billing cycles minimize credit
risk. The department responsible for making such special arrangements is
responsible for preparing the University Invoices. All invoices should be
timely and supported by departmental expense records.
Government Agencies
Claims to governmental agencies
may take the form of University Invoices. Credit is automatically extended to
governmental agencies, foundations, and medical financial sponsors during the
time claims for reimbursement are outstanding; however, billings and collections
efforts must be timely.
B. Preparing and Routing
University Invoices and Cancellations of Invoice
University Invoice
The department providing
the services and/or goods prepares the University
Invoice, inserting sufficient information in the description portion to
support the billing. In every instance the invoice must clearly identify the
recipient as student, faculty, staff or other, and record the appropriate identification
number.
An Excel format Invoice
Form may be obtained from Campus Billing Services, or a facsimile form with
dimensions not to exceed 5.5 x 8.5 inches may be created and used at the discretion
of the invoicing department. Debtor copy of the invoice should include a Notice
of Late Payment Charges, printed as in Section D. Departments
should distribute Invoice copies as follows:
Departments with preassigned invoice numbers distribute Invoice copies as
follows:
Original to debtor
Copy to Financial Services, Campus Billing Services Office
Copy to be retained by department
(All other copies may be discarded)
To avoid duplicate invoice
numbers, departments should call General Accounting at (949) 824-4460 to be
assigned a block of numbers.
The billing department
number should be entered to the left of the invoice number. Contact Campus
Billing Services at (949) 824-2455 for information about department numbers
used for billing purposes.
Cancellation of University
Invoice
An Excel format Cancellation
of Invoice form may be obtained from Campus Billing Services, or a facsimile
form with dimensions not to exceed 5.5 x 8.5 inches may be created and used
at the discretion of the invoicing department.
The department issuing
the University Invoice also prepares any Cancellation of Invoice which may
be necessary. It may be used to cancel part or all of the original amount
of a single invoice.
The department issuing the Cancellation of Invoice distributes copies as follows:
Original, signed form
to Financial Services, Campus Billing Services Office
Copy to debtor
Copy to be retained by department
(All other copies may be discarded)
Routing
All copies of University
Invoice and Cancellation of Invoice must be
distributed in a timely manner in order to properly record revenue, receivables,
receipt of payment, adjustments, and to facilitate collections efforts.
C. Payment of University
Invoices
Payments Received
by Central Cashier
Payors of University
Invoices are directed (in writing on the invoice) to make checks payable
to the UC Regents, and to present or mail payments to the UCI Central
Cashier.
The Cashier applies
the payment to the appropriate receivable account and deposits the payment.
Payments Received
by Campus Departments
Invoice payments should
be directed to the Central Cashier on the day of receipt along with a copy
of the Invoice.
NOTE: The receiving department
should not record the payment on a Deposit Advice form; if this occurs, the
payor's account will not be properly credited.
Invoices are due upon presentation.
As applicable, "LATE PAYMENT" charges are added to unpaid invoices at the following
rate (based on the date of receipt of payment at the Central Cashier):
30 days
after invoice date
$5
60 days
after invoice date
$10 (additional)
Total:
$15
90 days
after invoice date
$30 (additional)
Total:
$45
Payments received late
are credited first to accrued late payment charges, and the balance is applied
to the invoice.
