UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES
Business and Financial Affairs
Sec. 701-14: Procedure for Accounts Receivable - University Invoice
Responsible Office: Accounting & Fiscal Services
Revised: July 2012
References / Resources
- UC Accounting Manual
- R-212-2, Receivables Management
- UCI Administrative Policies & Procedures
- ZotPortal: Process Invoices (Sundry Debtor)
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 $2.50 per invoice ($.50 for direct data feed) is charged for collection services and processing University Invoices through the Campus Billing System Online (CBSO).
A. Types of University Invoice Transactions
- Student Obligations
University Invoices to students are typically the result of library fines, lab and technical fees or other miscellaneous charges, 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. These invoices are system-fed or processed through CBSO and transmitted directly to the Student Billing System for billing and collection. Printed copies are not required unless requested by the student.
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 University Invoices and Cancellations of Invoice
- University Invoice
The department providing the services and/or goods prepares the University Invoice in the Campus Billing System Online (CBSO) by 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.
A printed copy of the CBSO invoice containing a notice of late payment charges must be sent to each non-student debtor, either in printed form or as a .pdf e-mail attachment, and to students upon request.
Departmental record retention of invoice copies is five years minimum or until paid.
Unpaid invoices between 120 days and one year past due will be reviewed for write-off and charged back to the departmental account credited at invoice creation. At the discretion of Campus Billing Services, written-off accounts over $25 will be sent to an outside agency for collection when efforts by campus collectors have proven unsuccessful. Amounts paid in full on writte-off invoices will be returned to the department, less any applicable collection agency commissions, and the indebtedness will be considered fully satisfied.
Contact Campus Billing Services at (949) 824-2455 or CBS@uci.edu for information about billing or access to CBSO.
- Cancellation of University Invoice
The department issuing the University Invoice also prepares any Cancellation of Invoice that may be necessary in CBSO to cancel part or the entire original amount of a single invoice.
C. Payment of University Invoices
- Payments Received by Central Cashier
- Payers 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 on student invoices may be made through a ZOT Account Online.
- 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 or with the invoice number noted on the check.
NOTE: The receiving department should not record the payment on a Deposit Advice form; if this happens, the payer's account will not be properly credited.
D. Late Payment Penalties
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|
|1 day after invoice due date||$20 per month on aggregate balances over $20 up to 4 months, not to exceed $80. Late charges will not exceed the original amount of the invoice|
Late charges will not exceed the original amount of the invoice.
Payments received late are credited first to accrued late payment charges, and the balance is applied to the invoice.