UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES
Business and Financial Affairs
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
- 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.)
- Amounts billed must be $20.00 or less.
- Bills must be sequentially numbered.
- A copy of each bill must be retained in departmental files (for a minimum of five years or until paid).
- Payments must be reconciled to the departmental bills.
B. Receiving and Recording Payments
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.
- Checks should be made payable to "UC Regents"
- Checks should have the current address of the payer (for collection purposes, if necessary).
- Checks should always be copied and the copies retained in department records. Each copy of a check should be marked "non-negotiable."
- 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.
- Checks should be endorsed immediately upon receipt. To acquire a department endorsement stamp contact the Central Cashier (see Section 704-13).
- All payments must be kept in a locked receptacle, e.g., file cabinet.
C. Depositing Payments
- Deposit monies, in person, with the Central Cashier (228 Administration) at least once a week, or more often if over $500 has accumulated.
- Complete a Deposit Advice form through the Campus Online Deposit system (COD) (see Section 704-10).
- The Cashier will verify and deposit the funds.
- The department can view processed deposits through COD and on ledger, typically within 24 hours of delivery to the Central Cashier.