Billings to External Parties for Goods and Services Must Be Done by the Office of the Bursar

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. Be sure to include the contact email address so that we can email the invoice to expedite receipt of payment. When billing a customer that is a business, be sure to include the full business name and contact person’s name. This will ensure we are issuing the invoice to the proper entity.

External billings are to be submitted to the Office of the Bursar as soon as the goods/services are provided, but no later than 30 days after. Late submissions jeopardize the collectability of the amount due to the University.

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 follow up on past-due accounts. If an account becomes greater than 120 days past due, the account will be sent to the State of Ohio Attorney General for collection.

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 Office of 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 must be sent to the Office of the Bursar to apply to the invoice.

Please do not deposit that payment into your department account. Doing so will result in a duplicate credit to your account and the Bursar pursuing collections on an invoice that is marked as unpaid because it still shows as outstanding.

During fiscal year-end, this timeline shortens to ensure all revenue is recognized in the appropriate year and properly reported on the University external financial statements. Please refer to the Finance operating calendar for dates. The final deadline to submit external billing authorizations for FY24 is Monday, July 8, 2024.

Email bursar@ohio.edu with any questions.