314.2 Centralized Invoicing

Created by: Stephanie Ferguson on 02/06/1999
Category: 3 - Finance and Administration; 10 - Accounting/Auditing/Budgeting
 
Originator: Assistant Treasurer
Current File: 314.2
Adoption Date: 12/15/1998
Reviewed for Currency: 05/02/2008
 
Replaces File: 314.2
Date of Origin: 09/08/1977
 
Classification:
 
In Archive? 0


314.2 Centralized Invoicing

 

A. Background

Some departments of the University provide goods or services to off-campus organizations. To ensure that all required payments are received and efficiently processed, a uniform policy is required.

 

B. Policy

All statements or invoices sent to off-campus individuals or organizations will be made on the official Furman University invoice. Gift pledge statements are specifically exempted from this policy.

 

C. Guidelines

1. Blank official Furman University invoices are found on First Class/Employee Forms/Bursar-Invoive.pdf.

2. Each department that provided goods and services to an off-campus organization will prepare the invoice.

3. The completed invoice will be sent to the cashier in the Student Business Center (SBC) where accounting entries and numerical control will be accomplished. The account number indicated on the invoice will receive credit.

4. An invoice number will be assigned and invoices will be mailed from the Student Business Center. A copy will be returned to the activity initiating the invoice for the budget unit records.

5. Payments will be received and recorded in the Student Business Center.

6. If the Student Business Center is unable to collect after reasonable collection efforts, the account number indicated on the invoice will be charged an amount equal to the credit received in guideline 3 above.

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