It is recognized, however, that certain departments have transactions which do not allow for receipt of funds at the point of sale. Those departments who have such transactions must maintain adequate records to fully substantiate the charges or fines owed to the University by individuals or firms. In addition, the department must keep a control sheet showing the total amount outstanding and post all new charges, payments, or adjustments to the control sheet at least daily. The detailed records are to be reconciled monthly to the control totals.
Any differences are to be investigated and any necessary adjustments fully documented.
A report showing a summary of the monthly control totals and the account aging as of the end of the month is to be forwarded to the Comptroller's Office within 5 days after the end of the month. A sample of the approved form to be used by departments when reporting their accounts receivable to the Comptroller's Office is included in the On-line Business Procedures Guide forms packet. If the department has different requires a different format, prior approval shall be obtained from the University Comptroller. Reports from BRS will notify the department when the charge is paid or has been written off. The University of Kansas Billing and Receivables System is a centralized accounts receivable system that is available to all units within the University.