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 Cashiers 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.