External Billings (FY23)

External billings are necessary when a university department has provided goods or services to an external party and needs to bill for those goods or services. University departments are not permitted to send their own invoices. An external billing authorization form is to be completed and emailed to the Office of the Bursar for invoicing. An invoice will be produced and sent to the external party for payment. The university department will see a credit to their account at the time the invoice is created (not when payment is made). The Office of the Bursar will manage the collection activity for the invoice.

External billing customers can pay by mailing a check to the Office of the Bursar (remittance address is listed on the invoice), by contacting the Bursar for electronic payment information (ACH and/or wire), or online with an electronic check or credit card (the payment URL is listed on the invoice). If a department receives payment for something that has been invoiced, the payment needs to be sent to the Office of the Bursar to apply to the invoice. Please do not deposit that payment into your general ledger account. Doing so will result in duplicate credit to your account and the Bursar pursuing collections on an invoice that is marked as outstanding.

External billings are to be submitted to the Office of the Bursar as soon as goods/services are provided, but no later than 30 days after. During fiscal year-end, this timeline shortens to ensure all revenue is recognized on our year-end financial statements. Refer to the Finance operating calendar for dates. The final deadline to submit external billing authorizations for FY23 is Wednesday, July 5, 2023.

Email bursar@ohio.edu with any questions.