Recharge Billing Policies and Procedures
Effective date of policy, March 1, 2010
Recharge centers subject to these policies and procedures are approved campus recharge centers. These units provide specific, ongoing services to a number of campus units or projects, and recover the cost of these services from the units served. A list of these approved units is available. For other recharge units these policies and procedures are recommended but not required.
A recharge unit must post recharges to the General Ledger for goods and services provided in a timely manner.
The recharge unit must use the correct chartstring for the transaction including ChartField1 and ChartField2 codes provided by the customer. The recharge unit assumes any risk associated with nonpayment of recharge goods and services when goods and services are provided in advance of receiving valid customer billing information.
No recharges can post to the General Ledger after the later of
- Two ledger cycles after the goods have been delivered, service has been performed, or project complete; or
- Two ledger cycles after the recharge unit has paid the invoices of any third party that provided the goods or services.
For example, a recharge unit provides service in October. It must post any recharges for that service no later than the December ledger. For third party invoices, if the invoice payment is recorded on the September ledger, the recharge unit must recharge those costs no later than the November ledger.
In the event that this schedule cannot be met, it is the responsibility of the recharge unit to notify the billed department of any delays. If a mutually agreeable billing schedule cannot be negotiated, the Controller's Office shall provide mediation as described in Section D.
A recharge unit must not bill in advance of providing the goods or services to a campus customer. When services are provided over an established period of time, billing must not begin before the services are provided or the subscription period has commenced.
For funds which the Capital Projects or Physical Plant Recharge Unit has previously encumbered, the recharge unit should also reverse the encumbrance at the same time the actual charge is posted to the ledger.
A department must contact the recharge unit within two ledger cycles of the charge being posted to the General Ledger if they wish to dispute the item. The charge cannot be disputed after this period. If there is some doubt as to whether the charge was reviewed in the appropriate timeframe or there are other related issues, and the department and the recharge unit cannot resolve these issues, this item can be referred to the Controller's Office for mediation as described in Section D.
Statement Format and Content Requirements
Statement (or invoice if appropriate) must be available online or sent to the department within 5 working days of the billing period.
Statement or invoices must contain the following information:
- Name of unit
- Full chartstring – All fields should be shown even if blank. Each field should be clearly defined in a separate block.
- Period posted to General Ledger
- Description in the General Ledger
- Order number/work order number/reference number
- Detailed description of the goods or services
- Date of service
- Amount charged/liened to the ledger
- Recharge contact name, phone number, e-mail address. (Recommended but not required: contact name in department that requested service)
For recharge units that lien charges (currently Capital Projects and Physical Plant), statements or invoices containing the relevant information above should be provided to support any lien entries to the General Ledger.
Financial Journal Requirements
Require at the line level in the journal:
- Name of recharge unit
- Date of service
- What is the service (where this is not explicit from the nature of the recharge unit)?
The following units should submit for posting to the General Ledger, information at the line level and not summarize. The reference field should be used to identify the service order number, work order number, reference number or other unique identifier for the service.
- Capital Projects
- Physical Plant
- Printing and Copy
- Scholar's Workstation
(This information is posted in detail to the accounting line table, but summarized in the ledger – BAIRS reports off the Accounting Line Table)
Mediation – Handling Disputes Between Recharge Units and Campus Departments
Both parties agree to mediation by the Controller's Office for items in dispute where the department and the recharge unit and respective control authorities (Vice Chancellor or Dean) cannot come to an agreement. Items in dispute will be forwarded to the Controller's Office, email@example.com, for resolution.
Sample Billing Statement
If you have further questions regarding these policies and procedures, please contact the Recharge Committee at firstname.lastname@example.org.