Greg Saba Assistant Director, Student Business Services Off Campus Billing Greg Saba Assistant Director, Student Business Services

Off Campus Billing manages the billing and collecting of accounts receivable for products and services that the university provides for non-university customers

The purpose of OCB is to maximize the University's cash flow through the timely collection of receivables, minimize exposure from uncollectible receivables, and to increase the integrity of the financial statements through consolidation of receivables and revenues.

The account receivable results from use of facilities, rendering of services, or satisfaction of a performance by UMBC

Examples of Off Campus Billing: Invoicing Kaplan for space rented at UMBC for a presentation Invoicing NIH for use of lab equipment (Mass Spectrometer usage) Invoicing CCBC for advertisement placed in Retriever Weekly

Off Campus Billing is also used for collecting from Employees who have left UMBC and owe the university for: Advanced sick leave Payroll overpayments Unreturned university property (Laptops) Unauthorized travel expenses

Off Campus Billing Request Form can be found on the SBS website: http://sbs.umbc.edu/files/2013/04/OFF_CAMPUS_BILLING_REQUEST_FORM.pdf

Student Business Service Attn: Off Campus Billing The original form should be submitted by campus mail or hand delivered to : Student Business Service Attn: Off Campus Billing 3rd Floor Administration Building

The requesting department receives credit for the invoiced amount The requesting department receives credit for the invoiced amount. This credit is provisional, pending receipt of payment from the debtor. The Chart String account number must be a revenue account. Crediting an expense account is not accepted.

The credit will appear on your general ledger reports with a Journal ID BIxxxxxxxx

The original invoice and a copy will be mailed/emailed to the debtor The original invoice and a copy will be mailed/emailed to the debtor. An invoice number unique to Off Campus billing is assigned by the system, and begins with OF-00XXXX. Unless otherwise specified, payment is due net 15 days.

Payments sent to the requesting department in error should be forwarded to SBS to be applied to the receivable. These payments should NOT be deposited by the department as DD’s.

After 15 days outstanding, a second notice is sent After 15 days outstanding, a second notice is sent. If payment is not received within 60 days, a third notice is sent. This notice includes the statement - “if payment is not received by (date), this debt will be transferred to Maryland Central Collections, and a 17% collection fee added to your account.”

Amounts deemed uncollectible after all reasonable collection efforts have been taken will be written-off to the department, resulting in the actual removal of the provisional credit from the department's general ledger. The debt is transferred to Central Collections, where a 17% collection fee is added to the outstanding balance.

Central Collections is the state agency that collects debts on behalf of other MD state agencies. They have the ability to intercept tax refunds, attach wage garnishments, report debt to credit bureaus, access state & local data bases to locate the debtor, and file court orders and obtain judgements.

When debt payment is collected by Maryland Central Collections, the requesting department will be notified. The collected amount will then be credited back to the original chart string provided.

Benefits of Off Campus Billing We do the work for you! Payment options for customers – cash, check, credit card payments, R*Stars transfers, EFT payments. Delinquent accounts transferred to Maryland Central Collections Unit.

Questions/Comments?