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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 three 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
  • Serves as the office of record for accounts receivable, and retains copies of paid invoices or charges for a minimum of five years
  • Answers questions from vendors and students
  • Promptly deposits payments received

2. University Billing Services role

  • Enters invoices into ISIS within five business days for next-day viewing in IFIS, FinancialLink, and Aging reports
  • Generates and distributes University billing statements
  • Answers billing questions and provides assistance to vendors, individuals, and departments
  • At the discretion of Student Financial Solutions, a time payment agreement (monthly installment arrangement) may be established for any debtor who is unable to remit payment in full. Qualifications include, but are not limited to:
    • A full account review by UBS personnel; remitting a down payment equal to 25% of balance due and will be paid in full within 90 days adhering to a monthly payment schedule.
    • A $25 administrative fee will be charged and calculated as part of the total balance due.
    • Payment plans will be monitored for adherence. Any delinquent payment will negate the agreement and the remaining balance due will be assigned to a collection agency immediately.

3. Student Financial Solutions Central 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 
    • 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 reconciliation purposes.