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Policy No.: 6084
Effective Date: DRAFT
Revised Date:
Reviewed Date: 08/01/13

Accounts Receivable Management Policy

Basis for Policy

It is the policy of the University of Nebraska Medical Center (UNMC) to track all invoices to external customers for timely payment and accounting within a central Accounts Receivable System.

Definitions

Accounts Receivable: Money owed by entities to UNMC from the sale of products &/or services provided.

Biller: The person submitting the details to be invoiced (products/services rendered, amount, cost object & G/L account to credit money once collected, along with any supporting documentation and special instructions for invoicing).

Invoice: A UNMC-generated document provided to an entity describing the products/services provided, the amount due, and the requested date for payment.

Sample Invoice: Under Construction

Policy

Invoices are to be created using the Accounts Receivable (A/R) subsystem available within the UNMC Management Resources on-line application. Billers using the system submit their invoice detail online, assign a cost object and G/L account to the invoice for deposit purposes (posting to SAP), and attach supporting documentation as needed for the customer to process/remit payment to UNMC.

The intent of this system is focused towards external customers. External customers are defined as entities located off UNMC’s campus and not part of the University of Nebraska system. Examples include Creighton University, the Veterans Administration (& other federal governmental agencies), Methodist Hospital, & Omaha Public Schools.

Internal charges by UNMC Departments and Intercampus billings that can be addressed via SAP journal entry are transactions not to be accounted for using the A/R subsystem. UNMC Departments billing phone charges, dietary tickets, printing services, & intercampus tuition billings (billed via SAP journal entry) are examples.

State agencies with invoices paid via Interagency Billing Transfer (IBT) qualify as external customers that can be billed through the A/R system. Examples would include the Nebraska Department of Health & Human Services, Medically Handicapped Children’s Service, the Nebraska Department of Education, and other state agencies receiving state funding that clear invoices using IBTs.

Departments are responsible for generating accurate, timely invoices to external customers for non-sponsored receivables. Sponsored Programs Accounting (SPA) is responsible for generating accurate, timely invoices to external customers for sponsored receivables.

Exceptions - As mentioned above, the A/R subsystem is not designed for internal (on campus) or intercampus charges. Examples would include UNMC departments billing each other (Phone Charges, Copy Charges, Dietary Tickets, etc.) and intercampus charges (UNO, UNL, UNK, etc.). Transactions that can be accounted for solely within SAP via journal entry are not applicable to the intent of what is invoiced via the A/R subsystem.

Other specific invoicing requirements may render the A/R subsystem not applicable/efficient for use. For example, contractual terms may require wording, terminologies, etc. that are unworkable with the current invoice template. These exceptions will be reviewed on a case by case basis by the Controller & Finance Cashier’s Offices.

The standard payment term to be applied to invoices generated in the A/R subsystem is net 30 days.

Entering Invoices Within Management Resources

Billers can obtain access to the A/R subsystem with a request to the Finance Cashier’s Office (via email to accountsreceivable@unmc.edu). Once accessed, billers can enter customer & contact information for invoicing purposes, with the ability to then submit invoicing details to approved customer /contacts. Administered by the Finance Cashier’s Office, the subsystem is monitored daily for newly entered customers and contacts. In addition, they review, generate, and mail submitted invoices as instructed by billers.

The Finance Cashier’s Office will monitor the outstanding invoices generated through the subsystem, following up with billers as needed and process payments as they are received.

The A/R subsystem will interact with SAP in that when payments are processed, the money collected will then be allocated to the respective cost objects as submitted by the biller when entering the invoice information.

Timeliness

Agreements or contracts may determine the billing structure as to when an invoice is to be generated (monthly or quarterly, for example). Such structured invoices should be created within 10 business days as agreed upon. In the event of no invoicing schedule, billers should initiate the invoice process upon completion of a transaction and when the amount to be charged a customer is known/determined.

Non-compliance

Payments received by UNMC outside of this policy (not invoiced using the A/R subsystem) may not be recorded to departmental accounts as timely and these delays can result in inaccurate financial information. Complications often result in electronic payments received with no supporting backup. With no ability to properly account for them, these unclaimed receipts (checks, ACH, & wire payments) will be listed in the Cashiering Office website for review, updated regularly as needed. After 90 days of receipt, payments will be removed from the listing and retained by the Controller’s Office.

Additional Information

• Please contact Accounts Receivable/Cashiering
• Accounts Receivable Management Procedures - Under Construction
  

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