Campus Service Cooperative Business Office Invoice Request Training

1. Campus Service CooperativeBusiness Office Invoice Request Training

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

3. Accounts Receivable • Submitting an invoice request: • Download the invoice request form: 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

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.

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.

6. Examples of Activities to CreateInvoices: • 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

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.

8. Invoice requests for Training and Conferences: • Additional information required: • Participant’s 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.

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