To comply with the State of Wisconsin Department of Administration (DOA) accounting manual (07-01), through the centralized timely collection of non-sponsored receivables. To minimize the exposure of uncollectible receivables and to increase the integrity of the financial statements through consolidation of receivables and revenues.
Departments will upload bills to the Shared Financial System (SFS) using a shared customer file. The Division of Business Services will generate invoices from the uploaded bills and process all transactions related to the invoices from that point.
The shared customer file will be managed centrally by Business Services. Payment terms will be established and managed centrally.
Business Services is responsible for the collection of non-sponsored receivables in collaboration with UW–Madison divisions and departments as outlined in procedure 100.4. This includes uploading invoices to third-party accounts payable companies. Outstanding balances of any non-sponsored receivables may be referred to either a third-party collection agency or the State of Wisconsin’s Department of Revenue (DOR). The DOR will be used for collection efforts if Business Services has a Tax ID for the customer that can be helpful to the DOR. Otherwise, a third-party collection agency will be used.
Forms of payment include checks, credit cards, ACH, and wire transfers. Credit card fees that result from payments on invoices will be charged to the department for that invoice on a monthly basis.
Any adjustments, cancelations, or write-offs will be processed centrally and must include valid explanation and documentation as outlined in procedures 100.3 and 100.4. Write-offs of $1,000 or more will require dean or director and Business Services approval and approval from UW System Administration.
It is the responsibility of the department to correctly charge sales tax on bills per the State of Wisconsin sales tax policy.
State of Wisconsin Accounting Manual 7-01