Feb 28, 2024  
DMACC Policies and Procedures 
    
DMACC Policies and Procedures
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BS5782 - Billing and Collection Procedures for Non Students


Procedure

Section: BUSINESS SERVICES PROCEDURES

SubSection: BUSINESS OFFICE

Master List Section: Business Service

  1. Institutional Regulations

    The Business Office may extend credit in the normal course of business. These amounts must be collected in a timely and efficient manner.
     
  2. Procedure
    1. Initial Billing:
      1. A pre-numbered invoice will be used as approved by the Business Office.
      2. The Business Office shall provide the invoices to each department as needed and will account for all documents provided. It will be the department’s responsibility to control the invoices and report to the Business Office the use of each document.
      3. Invoices that are voided shall not be discarded or destroyed, but must be returned to the Business Office.
      4. The department providing the goods or services shall prepare the invoice providing sufficient detail for the Business Office to determine the proper accounting for the transaction and for the customer to clearly understand what the billing is for.
      5. Copies of the invoice shall be distributed as noted on form.
      6. The Business Office shall record the transaction as a receivable from the party being billed and revenue to the department doing the billing.
      7. The Business Office will be responsible for the collection of amounts owed, however the department may be asked to assist in the effort.
    2. Follow-Up Billing:
      1. The Business Office will follow up on unpaid invoices as follows:
        1. A follow-up billing shall be mailed when an invoice is unpaid for 30 days.
        2. A second follow-up billing shall be mailed when an invoice is unpaid for 60 days.
        3. Once an invoice remains unpaid for 90 days, the Business Office will negotiate repayment terms or refer the amount for collection.
    3. The Business Office may employ the services of a collection agency; credit bureau or other service as is determined appropriate to the collection effort.


Adopted: July 1, 2000



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