UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES

Business and Financial Affairs

Accounting

Sec. 701-16: Departmental Billing - Procedure

Responsible Office: Accounting & Fiscal Services
Revised:
July 2012

References / Resources

  • UCI Administrative Policies & Procedures

Departments may elect to conduct departmental billing, collection, and deposit for amounts of $20.00 or less. For amounts over $20.00, the University Invoice (see Section 701-14) must be used by University departments to bill for goods and services, fines, claims for reimbursement, and other miscellaneous obligations due the University.

A. Billing Procedures

  1. The department creates a Departmental Bill. The billing department's name and address must appear on the bill and should also appear on the mailing envelope. (It is helpful to include a self-addressed return envelope or write the remittance address on the bill so that payment is received at the correct departmental location.)
  2. Amounts billed must be $20.00 or less.
  3. Bills must be sequentially numbered.
  4. A copy of each bill must be retained in departmental files (for a minimum of five years or until paid).
  5. Payments must be reconciled to the departmental bills.

B. Receiving and Recording Payments

  1. Cash

    A duplicate cash receipt should be issued. One copy should remain in the department for reconciliation and recording purposes, and the duplicate copy should be given to the payer. A receipt-in-duplicate book is available from Storehouse.

  2. Checks
    1. Checks should be made payable to "UC Regents"
    2. Checks should have the current address of the payer (for collection purposes, if necessary).
    3. Checks should always be copied and the copies retained in department records. Each copy of a check should be marked "non-negotiable."
    4. The receipt of a check should be entered into a receipt book. This allows one source document (the receipt book) to contain all information on the receipt of cash and/or checks.
    5. Checks should be endorsed immediately upon receipt. To acquire a department endorsement stamp contact the Central Cashier (see Section 704-13).
  3. All payments must be kept in a locked receptacle, e.g., file cabinet.

C. Depositing Payments

  1. Deposit monies, in person, with the Central Cashier (228 Administration) at least once a week, or more often if over $500 has accumulated.
  2. Complete a Deposit Advice form through the Campus Online Deposit system (COD) (see Section 704-10).
  3. The Cashier will verify and deposit the funds.
  4. The department can view processed deposits through COD and on ledger, typically within 24 hours of delivery to the Central Cashier.