A.    Procedures

1.    Authorization for Billings.

A department desiring to initiate a repetitive billing process should contact the Director of Accounting via a memo outlining the following:

- Purpose of billings
- Desired start date for billings.
- Principal outside agency or individuals to be billed.
- Expected frequency or regularity or billings.

The Director of Accounting will review the request and contact the requesting department once a decision is made.

2.    UNCW Invoice.


When billing an outside agency or individual, a properly documented UNCW Invoice must be prepared according to the Instructions for Preparation of Forms.

3.    Deposits.


Upon receipt of payment, the Accounting Office shall make the deposit as indicated on the invoice. A copy of the deposit receipt will be forwarded to the originating department. Discrepancies in dollar amounts deposited or other questions regarding the deposit should be directed to the Director of Accounting.

A.    Purpose.

This form is used for all billings to outside agencies or individuals.

B.    Where to Obtain Forms.

Blank forms may be obtained from the Accounting Office.

C.    Where to Send Completed Forms.

The UNCW Invoice is a four-part set. Completed forms consisting of the original (white) and three copies (yellow, pink, and gold) should be routed as follows:

1.    The original (white) and one copy (yellow) are to be sent to the agency or individual
        being billed.
2.    The pink copy is sent to the Director of Accounting.
3.    The gold copy (along with any supporting documents) is held by the billing department.

D.    Instructions.

The following information should be recorded on the UNCW Invoice by the billing department.


1.    Enter the complete name and address of the agency/individual being billed.

2.    Enter the date the invoice is prepared.

3.    Enter a complete description of the service/materials for which payment is requested.
       Be as detailed as necessary to eliminate any misunderstanding.

4.    Enter (separately for each item) the amount to be paid.

5.    Always enter the total amount due even if only one amount is listed in (4) above.

6.    Enter the major university division.

7.    Enter the university billing department.

8.    Enter the major fund to which deposit will be made (e.g., Special, General, Auxiliary).

9.    If a revenue deposit, enter the university account code for revenues.

10.   If a refund of an expenditure, enter the university account code for expenditures.

11.   Enter the amount for each university account given in (9) or (10) above.

12.   Enter the total amount to be deposited. NOTE: This amount must agree with the
         total due amount shown in (5) above.

13.   Enter the typed name of the person to be contacted for information relating to the
         invoice.

14.   Signature of the person preparing this invoice.