1. Campus Service Cooperative Business Office Invoice Request Training 1

2. Overview Of Business Office Finance Division Business Office Responsibilities Accounts Receivable Accounts Payable Encumbrances and Payments Employee Expense Reimbursements Grant Accounting Auxiliary Systems Accounting 2

3. Accounts Receivable Submitting an invoice request: Download the invoice request form: http://www.finance.mnscu.edu/accounting/businessoffice/index.html http://www.finance.mnscu.edu/accounting/businessoffice/index.html Security Warning Macros are disabled click on options then select enable content Complete invoice request form: Information Required: * Billing Period* Division/Unit * Requestor Name and Phone * Customer to Type * Customer Number* Billing Amount * Description* Special billing instructions * Cost Center * Object Code 3

4. Accounts Receivable Cont. Special Sections: Invoicing multiple State of Minnesota/MnSCU customers Invoicing for training or conference registrations. Setting Up new Customers: Information Required Customer Name, Street Address, City, State and Zip Customers Federal Employment ID Number (EIN) or Social Security Number Contact Name, Phone and Fax number and email. 4

5. General Invoice Procedure Invoice request must be submitted within 30 days of the event. Invoice request must be submitted in the same fiscal year as the service occurred. Invoice request for multiple customers must be submitted together. Only those being billed are to be included on the request. 5

6. Examples of Activities to Create Invoices: Registration Fees for Training Sessions E-folio Licensing Interagency Agreements Construction Project Management Fees Registrations Fees for Academic Conference Sessions Support Services Billing MnSCU system wide contracts (ex: Microsoft) Revenue Fund Debt Service 6

7. Invoice Requests for multiple customers: Complete Multiple Customer Section of Invoice Request Form: Required information: Campus/Agency Customer Number Quantity and Unit Price Comments: It is important to tell us what you want - like: deadline, request copy of invoice Additional information required by Campus/Agency for payment purposes. 7

8. Invoice requests for Training and Conferences: Additional information required: Participants First and last Name Campus Name and customer number to be invoiced. Campus purchase order number. Attendance status (only include individuals to be invoiced). Any additional information required by campus business office for payment purposes (example: PO#) Complete Training Section of Invoice Request Form. 8

9. Questions? Invoice Request Contacts: - Sue Traaseth – Director Financial Collections Sue.traaseth@so.mnscu.edu tel: 612-548-2053Sue.traaseth@so.mnscu.edu - Molly Nelson- Business Office Accountant Molly.nelson@so.mnscu.edu tel: 612-548-2063Molly.nelson@so.mnscu.edu 9