Any department who invoices for products or services on GHSU Campus is required to follow this policy for all invoices. This includes invoices generated in relation to contracts or memorandums of understanding.
Specific exclusions have been granted to the Division of Continuing Education and to Sponsored Program Administration, as receivables for those systems are tracked in separate, dedicated systems.
Also excluded are Inter-Departmental Requests for billable services (IDRs) and billings to closely related entities, such as Georgia Health Sciences Medical Center, Georgia Health Sciences Foundation, MCG Foundation, the MCG Dental Foundation, the Physician’s Practice Group, GA War and GCHC.
IDRs are prepared by originating departments and submitted to Financial Accounting for processing. Invoices to closely related entities are also handled by Financial Accounting; these receivables are not processed in the Banner system.
Reason for Policy
This policy provides for centralized billings and collections so that Accounting and Finance have complete information regarding all revenue generating activities on campus, and can exercise due diligence in timely collection of receivable balances.
Entities Affected By This Policy
Any department who invoices any outside entity or person for the purpose of collecting balances due for products or services. Specifically excluded divisions include only Continuing Education and Sponsored Program Administration.
Who Should Read This Policy
Any departmental member responsible for invoicing for billable goods, services or contracts, and for collection of such.
|Campus Business Office||706-721-2926||BUSINESS_OFFICE@georgiahealth.edu|
Banner: The system used at Georgia Health Sciences University to house student records and institutional receivables.
IDR (Inter-Departmental Request): The form used whereby one GHSU department or division charges another for billable products or services. (Prepared by the department providing the goods or services and processed by Financial Accounting.)
Invoice: Bill given to receiver of goods or services indicating what has been provided, the amount owed, due date, and remittance address.
Financial Accounting is required by the Board of Regents and by State Auditors to record each and every receivable owed to the Institution. Financial Accounting is also responsible for accurate recording and timely collection. Financial Accounting cannot execute these responsibilities without coordinating and controlling the invoicing and collection process.
Departments providing goods or services to third parties are required to enter all billable products and services into Banner as early as possible, but in no case later than 30 days of providing the goods or services.
The Campus Business Office has responsibility for printing, mailing and collection of invoices.
The Campus Business Office is required by the Board of Regents to conduct due diligence in collecting all institutional receivables; therefore, the Office has authority to defer collection of aged receivables to a collection agency, as they deem appropriate. Departments are to provide prompt and reasonable assistance to the Campus Business Office, should assistance with collection activities be necessary.
Departmental staff members responsible for billing activities are required to attend mandatory Banner training in order to receive access to the Banner system. They should contact the Bursar at 706-721-2926 to schedule basic and specific Banner training and security.
During this exchange, the Department will be asked to provide basic information about the location(s) for which billing will be entered into the Banner system.
Departments providing goods or services to third parties are required to enter all billable products and services into Banner as early as possible but in no case later than 30 days of providing the goods or services.
The Campus Business Office will generate and mail the invoices, monitor for timely collection, and coordinate any collection activities which may become necessary.
The responsibilities each party has in connection with the Campus Invoicing Policy are:
|Departments billing for goods or services||Attend Banner Training; Key goods or services into Banner no later than 30 days after revenue generating activity; Assist with collections if necessary and as requested.|
|Campus Business Office||Provide requested Banner training to Department and security requests to IT Service.
Generate and mail Banner invoices; monitor aging of receivables; Send repeat invoices and/or statements on uncollected invoices; Perform collection activities (including referral to collection agencies) as may be necessary.
|Campus Business Office||Post receipts against open invoices same day as received.|