Self-Supporting Recharge Operations - Billing & Collections

University of California Davis Self-Supporting Recharge Operations - Billing and Collections

 

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Recharge/Internal Billing

For detailed information on recharge/internal billing, units should refer to PPM, Section 340-20, Billing Procedures of Service Activities.

Service departments can recharge internal customers through multiple mechanisms including the Internal Billing (IB) documents in KFS, a direct feed or through the campus supported Stratacore PPMS system or an alternate campus approved system.  

Internal Billing (IB) Document - Service departments can create Internal Billing (IB) documents in KFS.  This method is used for recharging other UC Davis accounts for goods provided or services rendered according to a valid, committee-approved rate for an ongoing activity (see PPM 340 for details).

  • Billing detail should be entered in either the Explanation field or in the Items section so the information will be directly accessible through FIS Decision Support.
  • The Organization Document Number field on the IB and the automated feed should be used to group associated transactions. This field is used to provide a link, or drill down, to individual line item detail. 
  • For service activities that provide a discrete service or product, the tracking number should contain the customer's order number.
  • For service activities that provide a continuous or utility type service, the Organization Document Number field should contain the customer ID.

Direct Feed - If you are recharging a large number of accounts (i.e., more than 100), you can use a Direct Feed (PPM 340-20).  The FIS automated feed process will accept the chart, billing ID and object, or the full accounting unit (FAU). The FAU consists of the chart, account, sub-account, object, sub-object, and project.  The transaction document number that is fed to the General Ledger should be a unique number that is never repeated between feeds.

  • This number provides a reference to the data feed that can be used by the departmental business office to assist in clarifying disputed charges with service activities.
  • It is not necessary to use the document number to reflect when the charges were incurred. A transaction posted date automatically appears on the General Ledger.
  • The automated feed process does not provide customers an opportunity to review/approve charges prior to the charges being posted to their accounts.

For a list of frequently used service department origin codes please visit the Service Unit Billing Information page.  

Stratacore PPMS – for those self-supporting activities that have significant quantities of billing the campus supported Stratacore PPMS web-based, management software system may be a better option.  For more information on this system please visit the Stratacore PPMS website.  

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Recharge/Internal Billing Object Codes

The State of California requires separation of service for external customers from service for internal customers. In addition, the university's financial reports need to show a balance between recharges and expenses. By using unique object codes, you now have a way of easily identifying the fund sources that are purchasing your service. This would be difficult to accomplish if we allowed an object code used for recharge transactions to also be used for non-recharge transactions.

General Accounting will provide a unique object code for your activity at the establishment of the activity.  Questions regarding this object code should be directed to recharge@ucdavis.edu.  There is usually only one object code per fund and it has object type ES - EXPENSE NOT EXPENDITURE.  

When recording money from internal (i.e., UC Davis recharge) customers, self-supporting activities use their assigned unique 3XXX object code (i.e., an object beginning with 3, the most common being 3900 - INTERDEPARTMENTAL RECHARGE).

When billing internal customers for non-service, all self-supporting activities should use the following:

Code

Activity

5000

RENTAL OF SPACE-INTERDEPT CHGS

726A

REGISTRATION FEES INTERNAL

7289 LABOR ONLY TO CONTRACT AND GRANT ACTIVITY (this is for activity that does not meet the minimum threshold and must be done on an IB document)

72RS

RECHARGE ADMINISTRATIVE COSTS (this must be done on a DI document)

7716

SPONSORSHIPS-INTERNAL TO UC DAVIS

80RS

RECHARGE / PASS-THROUGH GOODS / SUPPLIES

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Intercampus Order/Charge (IOC)/Billing Other UC Campuses

The Intercampus Order/Charge (IOC) form is used for billing of financial expenses for goods and/or services between UC campuses or between a UC Campus and the UC Office of the President (UCOP). The form and instructions are available on the Accounting & Financial Reporting Forms website.  Please visit the Intercampus Order/Charge (IOC) website for additional information on IOC process.

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Invoicing/External Billing

For detailed information on invoicing/external billing, units should refer to PPM, Section 340-09, Sales of University Goods and Service to Non-University Users and the Accounts Receivable website provided by Finance & Business.

You can provide goods or services to external customers and receive payment either at the point of sale, yb invoicing for the goods and services by creating a customer invoice and receivable or by a campus supported billing system such as Stratacore PPMS.

  • Point Of Sale (POS) is either cash, check or credit cards taken at the time of sale – The KFS Cash Receipt (CR) or Credit Card Receipt (CCR) document is used.
  • You can create an invoice and the associated receivable in the accounting system using the Customer Invoice document (see Accounts Receivable). Remember, you are granting credit to your customers when you provide the goods/services and invoice them instead of collecting the money immediately.
  • You can utilize the campus supported billing system, Stratacore PPMS.

Invoicing/External Billing Object Codes

On the revenue side of the transaction, when recording money from external customers, self-supporting activities use object code 0060 - INCOME.

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Collections

For more information on the collection process and applicable accounting documents please refer to the Finance Accounts Receivable and the AR Collections Strategies website.  

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