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Accounts Receivable Roles

Learn about the roles your department and University Billing Services have in the accounts receivable process.

UCSD's accounts receivable process includes 3 main roles:

1. Your department's role

  • Provides services to outside vendors and invoices those vendors
  • Uses responsible business practices to maintain confidentiality and security by treating invoices and credit memos as cash
  • Monitors accounts for prompt payment of invoices and issues late charges when required
  • Approves for write-off any accounts that aren't paid in a timely manner
  • Serves as the office of record for accounts receivable, and retains copies of paid invoices or charges for a minimum of 5 years
  • Answers questions from vendors and students
  • Promptly deposits payments received

2. University Billing Services role

  • Enters invoices into ISIS within 5 business days for next-day viewing in IFIS
  • Assists with setting up batch billing processes
  • Answers billing questions and provides assistance to vendors, individuals, and departments
  • Establishes and processes time payment agreements for any debtor who, in the Student Business Services Office opinion, is unable to remit payment in full and requests monthly installment arrangements
    • Monitors monthly payments and balances accounts for time payment agreement accounts
    • When the debtor is an employee, establishes and processes employee payroll deductions upon receipt of signed authorization by the employee and approval by the Student Business Services Office
    • Sends a copy of the completed employee payroll deduction form to the Cashier’s Office to be applied against the employees’ account to clear the delinquency
    • Sends a copy of the completed employee payroll deduction form to the Payroll Office for paycheck deductions

3. Cashier's Office role

  • Accepts and processes payments to the correct accounts receivable charges using the payment system
  • Receives returned checks and a Deposit Item Return Advice Letter from the bank
    • Sends a notification letter to the account holder and to the appropriate invoicing department
    • Charges the account for the returned check amount, using an assigned detail code plus a $35 return check charge
    • Balances the session activity in the Cashiering Report to the Deposit Item Return Advise Letter
    • Sends a copy of the Session Activity to the General Accounting Office for filing purposes