Departmental Invoicing and Collections, WSU Wright Way Policy 5003

Subject: Departmental Invoicing and Collections
Date issued: December 1989
Effective: January 1, 1990

There are occasions when a university department undertakes an income generating activity or cost reimbursement for services activity with an external client. Prior written approval must be obtained from the appropriate vice-president before such activity or program can begin.

Following approval, an account number will be assigned to the income generating program or activity, to be used on invoices and credit payments. Account numbers are assigned in the Office of Financial Services. When charges are to be billed for cost reimbursement for services, payment can be requested using the same account number used for expenses.

Invoices (available from Central Stores) are to be completed and distributed (issued) by the department generating the income or requesting reimbursement.

When payment is received by the Bursar's office, the issuing department will be notified. Should payment be received by the issuing department, the payment (with a copy of the invoice) is to be forwarded to the Bursar's office. Do not submit a Cash Remittance Voucher with the invoice and payment.

The Bursar's office will notify the issuing department of invoices that are more than 30 days past due and will initiate necessary collection procedures after consulting with the issuing department.

The issuing department may request, with the approval of the appropriate vice-president, that a charge be written off. The approved write-off request should be submitted to the Director of Financial Services. The request will then be forwarded to the Office of Business and Finance for final resolution.

Wright State University