Invoicing

Approval Process

All Clemson University cost centers are required to receive approval before extending the credit of the University through the invoicing process. Approval is needed whether the cost center intends to invoice through the Accounts Receivable Office or within their own cost center.

Cost Center Responsibility

Each cost center approved to invoice, whether inside their cost center or through the Accounts Receivable Office, is responsible for billing their customers. Every cost center is responsible for generating invoices and distributing them to customers, via postal mail or email. The Accounts Receivable Office will act on behalf of your cost center to collect funds owed to the University and post payments if the invoice was sent via our office. Cost centers that don’t invoice via the Accounts Receivable Office are individually responsible for collecting and posting payments. See Payment Methods for more information. You can also make Invoice Payments online.

Once your cost center is approved to invoice through the Accounts Receivable Office, the person responsible for billing customers must complete web invoicing training before entering any invoices. Your business officer must submit a security role request through ServiceNow to request access to the Customer Billing Specialist Role.

Quarterly Aging Reports

If your cost center has opted not to go through the Accounts Receivable Office and has obtained approval to invoice within your cost center, you must submit an aging report to the Accounts Receivable Office every quarter. You will submit this aging report via email to accounts_receivable-l@clemson.edu.

The Accounts Receivable Office will review aging reports and ask any necessary questions to ensure proper invoicing and collections procedures are followed. Invoices that need to be written off, regardless of how they were sent to the customer (postal mail or email), must be submitted to the Accounts Receivable Office and approved by the Controller’s Office.