Billing Authorizations

Ohio University allows multiple payment methods depending on the type of transaction being handled. Forms for each of these payment types can be found on the Financial Forms page. Descriptions about each payment type can be found below.

Billing Authorization

External

External billing authorizations are necessary when a University department has provided goods or services to an external party and now wishes to "bill" for those goods or services. The Office of the Bursar will produce an invoice based on the External Billing Authorization form (Excel). Departments should not send out their own invoices. 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.

Internal

Internal billing authorizations are necessary when a University department has provided goods or services and now wishes to "bill" for those goods or services. Ohio University, Ohio University Foundation, Rebill accounts and/or Student Organization cost centers may be charged.

The object codes to be used on the internal Billing Authorization form will always be paired Internal Charge Object codes using 78XXXX as the debit object code and 48XXXX as the credit object code. Please see the Internal Charge Quick Reference Guide for more information.

Internal Billing Authorizations are due in Finance no later than the month after the service/good is provided; billing submissions received in Finance after the due date will be returned.

Example A: For service provided on either 3/1 or 3/31, the Internal Billing Authorization is due in finance no later than 4/30.

Example B: For goods provided on either 9/1 or 9/30, the Internal Billing Authorization is due in finance no later than 10/31.

The Internal Billing Authorization must include dates of service/sale in the header description or in each line description of the accounts being charged/debited.

Please note that grant accounts may have stricter deadlines. Relative to Services/Goods provided during May and June, please refer to the Calendar for shortened submission deadlines.

More information is available regarding Revenue Recognition (PDF), Object Lookup and Segment Lookup