ACG 1.30 - Internal Billings for University Services and Materials

Responsible Office(s):  Accounting Department                                                    Effective: August 6, 1996

A.    Purpose.

Sets forth policies and procedures for the invoicing of one UNCW department or activity by another UNCW department or activity for materials or services provided.

B.    Scope.

Applies to university departments or activities providing materials or services to another university department or activity.

C.    Policy.

1.    UNCW Interdepartmental Invoice.
A UNCW Interdepartmental Invoice must be utilized when one UNCW department or activity wishes to invoice another UNCW department for materials or services provided.

Note: See Procedure statement 5 for information concerning internal transactions that should not be processed by Interdepartmental Invoices.

2.    Supporting Documentation.
All Interdepartmental Invoices should be fully documented. Documentation should provide enough details to substantiate the validity of the invoice and the accuracy of the invoice amount and should be generated by the department providing the service and/or materials.

3.    Object Codes.
Departments that regularly generate revenue should have revenue object codes assigned by the Director of Accounting. As a general rule, the department invoicing for materials or services should credit a revenue object code unless the transaction constitutes a refund of previous expenditures. Any credits to expenditure object codes must be approved by the Director of Accounting. Contact the Accounting Office whenever there is any uncertainty of the object code to use.

4.    Improper Completion and Routing of UNCW Interdepartmental Invoices.
UNCW Interdepartmental Invoices not properly completed per the preparation instructions will be returned by the Accounting Department for correction within five days upon receipt. Please note that UNCW Interdepartmental

Invoices have separate routing and preparation instructions for each party involved, and failure to follow these instructions will cause delays in processing.

5.    Internal Transactions Not Processed by Interdepartmental Invoices. Certain transactions should not be processed via Interdepartmental Invoices. A written request to handle the transactions listed below should be sent to the Director of Accounting for review and processing via journal entry.

- Transfers of actual dollars to support another university account/ operation
   for purposes unrelated to payment for materials or services provided. }
- Co-sponsored programs (i.e., funding from two or more sources).
- Error corrections.

D.    Procedures.

1.    Preparation of a UNCW Interdepartmental Invoice by the Invoicing Department.
At the time materials have been provided and/or services completed, the invoicing department should initiate and distribute a properly documented UNCW Interdepartmental Invoice according to the preparation instructions. The invoicing department is also responsible for notifying the Accounting Department if the invoice is canceled.

2.    Completion of UNCW Interdepartmental Invoice by Department Being Invoiced.
The invoiced department should perform the following checks upon receipt of this invoice:

- Have services been satisfactorily completed?
- Have materials been received as requested?
- Is the invoice amount accurate?
- Are charges properly documented and/or explained?
- Is invoiced party correct?

If any of these checks fail or if further questions remain unanswered, the invoiced department should contact the invoicing department and resolve the concerns prior to processing the invoice further. If changes are required to the amount billed, the invoiced party should correct the dollar figures (use red ink to correct both white and blue copies); complete the appropriate sections per preparation instructions; and return the white copy to the invoicing department. The invoicing department head should sign his or her name beside the changed figures and forward the white copy to Accounting.

If the invoice is considered valid and accurate upon receipt, the invoiced department should complete the appropriate sections on the Interdepartmental Invoice and forward the documents per the preparation instructions within ten days upon receipt of the invoice.

3.    Processing of a UNCW Interdepartmental Invoice in Accounting.
The Accounting Department will not process a UNCW Interdepartmental Invoice unless properly prepared and signed copies of the invoice have been received by both parties. Once this has occurred, the Accounting Department will batch and process invoices on a weekly basis. Charges and deposits can be identified on the departmental Report of Transactions sent monthly from the Systems and Procedures Department.

Please Note: Both copies of the invoice must be received in Accounting by June 30 in order that charges and/or revenues are recorded in the current fiscal year.

4.    Errors Found on the Monthly Report of Transactions.
Once payment is made, departments should review their copy of the monthly Report of Transactions to ensure the invoice was properly recorded. If any error is found, the Director of Accounting should be notified in writing of the error. A contact person and phone number should be included in this correspondence.

Exception: If the original invoice did not include all applicable charges and payment has already been made, a second Interdepartmental Invoice may be prepared for these additional charges. This invoice should

- Reference the original invoice number and date
- Clearly explain these additional charges
- Be agreed to and signed by all departments involved.

Instructions for Preparation of Forms ACG 1.30                       Effective: August 6, 1996

Name of Form:   UNC Wilmington Interdepartmental Invoice

A.    Purpose.

This form is to be used whenever one UNCW department or activity bills another UNCW department or activity for services rendered or materials provided.

B.    Where to Obtain Forms.

Blank forms may be ordered from the the U-Business Web site.

C.    Where to Send Completed Forms.

The UNCW Interdepartmental Invoice is a four-part set. The original (white) and three copies (blue, green, and pink) should be distributed as follows:

1.    Invoicing Department.    The department or activity providing the materials and/or services initiates and routes copies as follows:

White and blue - (Along with COPY of supporting documents).
                           Forwarded to department receiving the service and/or materials.

Green copy      - (Along with ORIGINAL supporting documents).
                           Forwarded to the Accounting Department.

Pink copy        - Retained by the invoicing department for its records.

2.    Department Receiving Goods And/Or Services.    Upon receipt of the partially completed form from the invoicing department, the department receiving the service and/or materials completes the form and routes as follows:

White copy - Forwarded to the Accounting Department.

Blue copy   - (Along with COPY of supporting documents).
                     Retained for departmental records.

D.    Instructions.

The department providing the services or materials should initiate the Interdepartmental Invoice and record the following information:

- Date form prepared
- Department to be charged (department receiving the services or materials)
- Department to be credited (department providing the services or materials)
- Quantity, description, and amount to be paid for the services or materials provided
- Ten-digit UNCW account and money amount to be credited. Contact the Accounting
   Department if unsure of the proper four-digit object code to use.
- Signature of the individual having budget authority for the account to be credited.

Upon receipt of the partially completed invoice, the department receiving goods and services will record the remaining information on the form:

- Ten-digit UNCW account number and money amount to be charged. Contact the
   Accounting Department if unsure of the proper four-digit object code to use.
- Signature of the individual having budget authority for the account to be charged.