This newly established nonsponsored accounts receivable area is part of the Controller's Office and will be phased in over the next one to one-and-one-half years. Accounts Receivable Services (ARS) will work with departments to transition their billing and accounts receivable activity into the new financial system during this time. ARS will be responsible for many functions that are currently distributed, including customer maintenance, printing invoices, handling payments, collections, and billing related correspondence, e.g., statements, dunning letters. Nonsponsored billing entry will continue to be located in departments and clusters. Clusters will key in miscellaneous and small volume billing into the financial system beginning July 1, 2008.

Accounts Receivable Services will also be responsible for applying inbound Electronic Funds Transfer (wire transfers) payments and the recording of bank card transactions. These functions were formerly handled by Treasury Accounting.

New Policies Related to Accounts Receivable

Visit the Policy Library for more information about policies related to accounts receivable, including:

• Managing Billings and Receivables Using the Enterprise Financial System (EFS)
  
• Managing Nonsponsored Billings and Receivables Using Approved Departmental Systems

Job Aids

• AR Monitoring (pdf)
• Billing for Sponsored Program Income (pdf)
• Reprinting Invoices (pdf)
• Search for Invoices and AR Items (pdf)
• Search for Journals (pdf)

Collection Information

• Sample Statement (pdf)
• Initial communication with overdue customers (pdf)
• Sample blank invoice (pdf)

EFT Payment Application Information

• EFT Payment Application Process and Procedure (08/13/08)
• Addenda to the EFS Payment Application Process and Procedure (03/04/09)

Fiscal Year End form

• Aged Accounts Receivable form for FY2009 (.doc)