应收账款 and Billing

The 菠菜网lol正规平台 应收账款, Billing and 退款 group maintains all Non-Student 应收账款. The university has centralized billing for Non-Student (aka Third Party) charges and Auxiliaries.

辅助机构计费

辅助组织s are separate legal entities from 菠菜网lol正规平台, with separate sets of books. Therefore, any transfers between them are like transactions with an outside business. See the scenarios below for billing instructions. 

Note: The State has strict rules about not using State funds to pay for non-State 费用(e.g., if you pay an expense through your Foundation account that should be charged to a University fund, the Foundation must formally invoice the University for reimbursement and vice versa). Donations to an Auxiliary cannot be made with State funds.

Project Code Prefixes for 辅助机构计费

Scenario #1: Create a Requisition 

If you wish to enter a Requisition where part of the order will be paid by an auxiliary 组织:

1. Follow the instructions for entering chartfields on a 征用.
   
   
2. For the auxiliary organization chartfields, you must use Operating Fund 70000 plus 项目代码. For the Research or 塔基础s, the project code will be the same as the auxiliary organization account code except it begins with a prefix. (See table above for appropriate prefix.)
   
   
3. After a purchase order has been issued, received and paid, the CFS system will automatically issue an invoice to the auxiliary organization at the end of the month.
   
   
4. When the invoice is generated, 会计服务 will debit accounts receivable #103XXX and credit revenue account #580095.
   
   
5. When the auxiliary organization pays the invoice, 会计服务 will 借记现金#101100 and credit accounts receivable #103XXX.
   
   
6. If the auxiliary organization disputes the invoice (e.g.我们已经开了一张调查发票 Foundation grant that has expired), we have to reverse step 4 (above).

Note: Whenever possible, expenses to be charged 100% to an auxiliary organization should be paid directly via that organization's procurement system, rather than being 由学校支付.

Scenario #2: Request Reimbursement from an Auxiliary

If products and/or services were already paid out of your university account and you wish to have an auxiliary organization reimburse your department for all or part of it:

1. Follow the instructions for entering chartfields on an expense journal transfer (For 详细信息,请参阅 Journal Transfers, Payments and Adjustments.)
   Note:  If you have multiple transfers to perform, then complete the 日志上传模板 to have 会计服务 upload the transfers for you. Refer to 退款 for more information about this process.
   
   
2. For the auxiliary organization chartfields, you must use either Fund 78005 Research Foundation Cost Recovery, 78006 塔基础 Cost Recovery, or the Operating Fund 70000 for all other auxiliaries, plus 项目代码. For the Research or 塔基础s, the project code will be the same as the auxiliary organization account code except it will also begin with a prefix. (See table above for appropriate prefix.)
   
   
3. When the transfer is processed, the CFS system will automatically issue an invoice to the auxiliary organization at the end of the month of when transaction was performed.
   
   
4. When the invoice is generated, 会计服务 will debit accounts receivable #103XXX and credit revenue account #580095.
   
   
5. When the auxiliary organization pays the invoice, 会计服务 will 借记现金#101100 and credit accounts receivable #103XXX.
   
   
6. If the auxiliary organization disputes the invoice (e.g.我们已经开了一张调查发票 Foundation grant that has expired), we have to reverse step 4 (above). 

Scenario #3: Pay an Auxiliary with State Funds

If you wish to pay funds to an auxiliary 组织:

1. Refer to 付款方式 for proper process to request goods/services being ordered from the auxiliary.
   Note: Donations cannot be made with State funds.