Accounts Receivable Roles
Last updated
September 2, 2009 6:16:54 PM PDT
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
