University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Processing Non-Grant Receivables in myWSU

UPPM 30.57

For more information contact:
Bursar’s Office
509-335-9651 / bursar.office@wsu.edu

1.0 Overview and Purpose
2.0 Applicability
3.0 Requirements and Procedures
4.0 Records Retention
5.0 Resources and Related Policies

1.0 Overview and Purpose

Maintaining and consistently using an established process and form for receivables is a best practice and helps to ensure adequate internal financial controls.

University departments and service centers may process non-grant-related charge transactions of non-student clients in myWSU. This policy provides procedures applicable to processing non-grant charge transactions.

For general accounts receivable procedures applying to all University receivables systems (including myWSU and Workday), see UPPM 30.56.

2.0 Applicability

This policy applies to non-grant related receivables. Departments and service centers are required to use Workday to process grant-related charge transactions of non-University clients. See the applicable Workday reference guides (Contracts and Receivable; Revenue) for instructions.

3.0 Requirements and Procedures

3.1 Requesting Access to myWSU

University employees with a demonstrated “need-to-know” may access online accounts receivable information. For access instructions, e-mail the Enterprise Systems Group.

3.2 Invoice and Numbering Requirements

Employees are required to complete a WSU Invoice to document each client transaction; however, due to paperwork costs of billing, goods and services costing less than $5.00 will not be processed through myWSU. Clients should pay for small purchases at the time of the sale. The Controller may grant exceptions to this requirement.

A service center may use an alternative invoice form if the form is approved in advance by the Bursar’s Office and meets the requirements of the University and myWSU.

All invoices regardless of form must be numbered in accordance with the series assigned to the unit by Policies, Records, and Forms (PRF). Departments should contact PRF for invoice numbers at policies@wsu.edu.

3.3 Completing the WSU Invoice Form

Use the following instructions to complete the WSU Invoice (PDF):

Enter the invoice number and transaction date at the top of the form.
Enter the customer number. WSU ID numbers for customers are maintained in the University Name and Address File in myWSU. WSU ID numbers can be found through myWSU by using the online name search function.
1. If the customer has not yet been assigned a customer ID number, contact the Bursar’s Office and provide the customer name, address, telephone number, and either a tax ID number or social security number (if applicable). The Bursar’s Office creates a customer WSU ID number using this information and e-mails the customer number to the requesting department or service center.

Enter the tax ID number (if applicable).
Enter the purchase order number, if it is required by the customer.
Enter the appropriate item type (also referred to as subcode) assigned by the Bursar’s Office. Entering the correct item type ensures that revenue from the transaction goes to the correct University account.

3.4 Distributing the Invoice

Departments maintain invoices and provide copies to the WSU Collection Program Manager upon request.

Departments should keep a copy of the invoice for online input into myWSU and then retain copies in departmental files in numerical sequence (see Section 4.0 for records retention requirements).

3.5 Voided Invoices

All WSU Invoice numbers must be used or otherwise accounted for. For minor corrections, the invoice may be reissued. For changes to amount, the invoice is voided and a new invoice and invoice number is issued. Retain and file the voided copies in sequence with other copies.

3.6 Merchandise Credit Memorandum

Departments are required to complete and distribute a Merchandise Credit Memorandum when a customer returns a purchased item or to otherwise credit a customer’s account. The Merchandise Credit Memorandum form and instructions for completion are available from the Bursar’s Office.

3.7 Billing

The Bursar’s Office sends a monthly statement (bill) to nonstudent customers who owe the University. The statement includes all charges outstanding and may be itemized by service center, type of charge, and/or invoice number.

3.8 Aging Reports

Aging reports are available by category code through the Control-D Web Access application. To request access to such reports, email: prdctrl@lists.wsu.edu.

3.9 Collection Procedures

When University customers do not pay bills within a reasonable period, the Bursar’s Office initiates bill collection procedures which may include any of the following:

Direct contact with the customer
Hiring a bill collection agency
Seeking redress through the court system
Reporting delinquent accounts to credit bureaus

4.0 Records Retention

The Bursar’s Office and the department are required to retain invoice copies and copies of the Merchandise Credit Memorandum in accordance with the retention periods on the All-University Records Retention Schedule (see UPPM 90.01).

5.0 Resources and Related Policies