Accounting Services

ACCOUNTS RECEIVABLE BILLING AND MONITORING
Effective:  June 1, 2008 
Revised:  October 31, 2018

Related Procedure

Policy

Clemson University will collect payment for goods and services in a timely manner. University Departments that extend credit by invoicing will use the University's Billing and Accounts Receivable System or another pre-approved billing and accounts receivable system to allow prompt collection and accurate reporting of the University's accounts receivable transactions. Invoices should be entered into the system in a timely manner.

Discussion

The Accounts Receivable unit of the Accounting Services Department is responsible for monitoring, processing and recording the collection of all payments due the University for goods or services rendered by departments. The billing processes of all departments that extend credit are subject to the review and approval of the Chief Financial Officer or his designee through the Accounting Services Department.

All approved departments must use the CUBS Web invoice as a standard invoice. Attachments may be included with the standard invoice and should be indicated in the description of charges, as deemed appropriate by the billing department.

No invoices for amounts less than $10 should be issued. Departments with charges less than the minimum amount should require payment at the time the goods/services are provided, create a minimum order amount or accumulate charges for a specific customer until the minimum amount is reached.

Interdepartmental invoicing through the receivable process is not advised. All interdepartmental transactions resulting from providing goods and services to University departments should be processed by Interdepartmental Orders (IDO).

At the department’s request, invoices older than 110 days may be placed with a state-approved outside collection agency. When an account is deemed uncollectible, approval to write-off the outstanding debt must be obtained from the Controller or Associate Controller. This will be coordinated by the Accounts Receivable Office after all normal collection actions have been taken. Departments will be notified by Accounts Receivable of all pending write-offs. Upon execution, the write-off will offset previously accrued departmental revenues associated with the uncollectible invoices.

High volume departments with established subsystems may be authorized by the Chief Financial Officer or his designee through the Accounting Services Department to process and collect their own invoices. However, these departments will provide a quarterly summary (as of September 30, December 31, March 31, and June 30) of aged accounts receivable and a report on collection efforts for past due accounts to the University's Accounts Receivable Office. These departments must follow the same general collection procedures that are followed by Accounts Receivable. Invoices that are written off must have department head/manager approval, with proper documentation that shows where collection efforts were made. All invoices written off within the quarter must be sent to the Accounts Receivable Office as a part of the quarterly aging report. Any invoices that are sent to collections must be placed with a state-approved outside collection agency.

The University Accounts Receivable Office will periodically monitor departmental accounts receivable processes to ensure the prompt collection of payments, accurate accounts receivable reporting and adherence to University policies and procedures.