General Information
Service and recharge centers should bill their users in a timely manner (generally monthly) based on actual usage. Centers that have significant revenue are recommended to bill more frequently. The billing process depends on whether the customer is an internal user or an external user.
Usage Logs
As center personnel provide service, they should track Cost Centers or external customers charged, service performed or product sold, # of units sold, rate charged and total amount billed. This information is used to generate the billing and can be used to make usage estimates for future rate proposals. See the Sample Usage Log.
Internal Users
Service centers bill internal customers with an Internal Sales Delivery (ISD). They can bill customers one of two ways:
- Set up as an Internal Sales Provider (ISP) in Workday then establish Internal Sales Delivery (ISD) to bill internally. Coordinate with your Shared Environment to create ISD's and EIB's to upload several lines of billing.
- Use the UW File Transfer Protocol known as SWIFT for uploading several lines of billing. Details on this process can be found at SWIFT Wiki (access through VPN required).
External Users
- Service and Recharge Centers bill external users by engaging their Shared Environment Customer Billing Specialist to create a Customer Invoice
- The Total Invoice Amount should include Internal and External rate, if applicable, placed on RS100073 Center Operations and RS1000 External Center Surcharge, respectively
- This revenue will be subject to Internal Overhead surcharge
- Submit a Cash Remittance Request with the Customer Invoice number generated
- Revenue can remain in RS100075 until Center deems it necessary to transfer funds to another Resource
This billing may be subject to sales tax and/or surcharges.
Additionally, the service center is subject to Unrelated Business Income Tax (UBIT) if the UBIT exemption criteria are not met.