Invoicing and Credit Memos

Learn about the guidelines and procedures for invoices and credit memos.

A UCSD department may bill student, employee, government agency, and general public accounts in two ways:

1. A batch load feed process, which is done electronically for a large number of invoices needed on a regular basis. 
2. A UCSD invoice.

Learn about the UCSD invoice process for your department, UBS, and Student FInancial Solutions

1. Department generates invoice

• Forward invoice copy and remittance copy to the customer.
• Send a copy (UBS copy) to the Student Financial Solutions Office
• Retain a copy in the department’s files according to retention management procedures.

If you need to adjust an existing UCSD invoice for an erroneous billing, prepare a UCSD Credit Memo. Immediately distribute all three copies of the completed Credit Memo as follows:

• Original copy goes to the customer
• Second copy goes to the UBS Office
• Retain the third copy in your originating department

2. University Billing Services reviews and enters invoice

Student Financial Solutions UBS performs the following steps:

• Reviews documents for accuracy and completeness
• Verifies and corrects inaccurate documents 
• Key-enters UCSD ISIS invoices on the account. Each batch of invoices is balanced against the key entry session activity tracation screen. UBS corrects any documents that have been processed erroneously. 
• Issues status reports. These include:
  • Past Due Balance
  • Recommended for Write-Off
  • Final Write-Off
  • AR Aging Reports for Vice Chancellor areas

3. University Billing Services sends monthly Aging Report

Student Financial Solutions UBS sends a monthly Unpaid Charges (Aging) Report to departments that documents unpaid charges. Each department is responsible for using this report or the Accounts Receivable Aging Queries to perform in-house collections efforts/follow-up and to facilitate timely and proper payment of the invoice.