To provide guidelines for the policy regarding billing and invoicing of outside customers, agencies, individuals, corporations and businesses.

Scope

Authorization for Billings

1. Repetitive Billings - All situations which require repetitive billings by a university department must be reviewed and approved by the Comptroller.
   
   
2. Occasional Billings - Occasional departmental billing of outside agencies or individuals does not require prior approval of Accounting but requires these policies be followed.

Supporting Documentation

All external invoices should be fully documented. Documentation should provide enough details to substantiate the validity of the invoice and the accuracy of the invoice amount. Supporting documentation should remain accessible and intact until payment is received.

Invoicing/Payments

University departments providing services or materials to outside agencies or individuals should do the following:

1. Use only the official UNCW invoice form with an alpha/numeric assigned invoice number.
   
   
2. Require payment within 30 days when the service or material is provided.
   
   
3. Never receive payments directly.

Aging Invoices/Collection Responsibilities

The originating department should make every effort to ensure payment is received in Accounting before an invoice is 30 days old. The Accounting Office is responsible for the following:

1. Monitoring collection activity.
   
   
2. Assisting departments in resolving collection problems.
   
   
3. Notifying the invoiced party once an invoice is 30 days past due.
   
   
4. Depositing payments and forwarding copy of receipts to the originating department.
   
   
5. Sending collection letters for past due invoices.
   
   
6. Turning over past due invoices to Attorney General, Department of Revenue for debt set collection and/or collection agencies for delinquent accounts as specified by the Statewide Accounts Receivable Program Policy.