University Billings - Service Unit Billing
REG 07.30.06
Financial Reporting and Accounts Receivables
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Authority: Vice Chancellor for Finance and Business
History: First Issued: November 1, 2001.
Additional References: University Controllers Website
Contact Info: University Controller (919-515-3824)
1. Purpose
This Statement provides guidelines and procedures for processing billings
from large campus service units.
2. General Guidelines
The Service Unit Requisition/Invoice (Form JVS-4) is used only for purchases
from designated service units (e.g., Central Stores, University Graphics,
Physical Plant, etc.). If necessary, Campus offices should contact the particular
service unit which provides the goods/services to determine whether or not
the unit uses Service Unit Billings.
The Interdepartmental Invoice (IDT) must be used for all non- Service Unit
Billing System payments between University departments/activities. Section
A, Statement No. 5.2 contains procedures and guidelines for use of IDT's.
Amounts charged/credited through the issuance of Service Unit Billings appear
on the AMO91 Account Statement as EC (Entry Code) 64's. The applicable service
unit is shown in the Description column.
Questions regarding identification of charges on the AMO91 report should
be directed to General Accounting, extension 2149. Questions concerning amounts
or propriety of charges should be directed to the appropriate service unit
representative.
3. Procedures
Campus offices originate the Service Unit Requisition/Invoice (see page 4
of this section) for merchandise/services to be purchased from campus service
units. The appropriate financial codes for distribution of charges must be
provided on the requisition form. If financial codes are not complete, the
service unit will contact the campus office to obtain the required financial
information.
Generally, a separate Service Unit Billing is completed for each purchase
of goods/services. However, there are instances in which the purchase of services
spans a certain length of time (e.g., purchase of services from the Computing
Center or Data Processing). In this case, the campus office may complete a
Service Unit Billing (including the financial code for the charges) and the
service unit will generate a monthly billing to the campus office for the
duration of the project/activity.
All copies of the Service Unit Requisition/Invoice should be submitted to
the service unit at the time of purchase. The service unit will complete appropriate
portions of the form and return the Departmental Copy to the customer.
Merchandise will either be picked up by the customer or delivered by the
service unit.
4. Form
Form JVS-4, Service Unit Requisition/Invoice, and Form BA-103, Service Unit
Requisition/Invoice Supplement, may be purchased from Central Stores.
5. Instructions for Completion of Form
5.1. Service Unit Requisition/Invoice (JVS-4) -
5.1.1. Indicate service unit. Space is provided for units not listed (e.g.,
Printing Center, Copy Center, Wolfline).
5.1.2. Enter page number (e.g., 01 of 01, 01 of 02, etc.).
5.1.3. Enter date prepared.
5.1.4. Job No. - leave blank.
5.1.5. Indicate name, department, and campus box number of individual to receive
final billing from service unit. If applicable, enter name of person to
receive proofs.
5.1.6. Indicate name, department, and room/building of individual to receive
goods/services from servicing unit.
5.1.7. Enter quantity ordered.
5.1.8. To be completed by service unit.
5.1.9. Enter brief description of goods/services being purchased.
5.1.10. To be completed by service unit.
5.1.11. To be completed by service unit.
5.1.12. To be completed by service unit.
5.1.13. Enter F.A.S. account number to charge goods/services.
5.1.14. If applicable, enter percent of total charges to be allocated to each
financial code.
5.1.15. If applicable, indicate line number(s) to be charged to particular financial
codes.
5.1.16. To be completed by service unit.
5.1.17. Enter signature of individual authorized to approve the purchase.
5.1.18. Enter date approved by authorized individual.
5.1.19. Enter signature and date goods/services were received.
5.2. Service Unit Requisition/Invoice Supplement (BA-103)
5.2.1. Enter date prepared (must agree with item number 3, JVS-4).
5.2.2. Enter document number (must agree with Document Number of corresponding
JVS-4).
5.2.3. Indicate page number.
5.2.4. Enter quantity ordered.
5.2.5. To be completed by service unit.
5.2.6. Enter brief description of goods/services being purchased.
5.2.7. To be completed by service unit.
5.2.8. To be completed by service unit.
5.2.9. To be completed by service unit.
