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

If your department provides goods or services to an external party, billing for those goods and services must be handled through the Office of the Bursar as an external billing. University departments are not permitted to send their own invoices.

How to Submit

To bill for external goods or services, complete an external billing authorization form and email it to the Office of the Bursar for invoicing. Be sure to include the customer's email address, as invoices are emailed for expedited receipt of payment. When billing a business, include the full business name and contact person’s name to ensure the invoice is issued to the proper entity.

External billings should be submitted as soon as the goods or services are provided, and no later than 30 days after. Late submissions jeopardize the University’s ability to successfully collect the amount owed.

Billing Process

After the Office of the Bursar receives the authorization form, they will send an invoice 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). 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).

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

Fiscal Year-end Deadlines

The final deadline to submit external billing authorizations for FY26 is Tuesday, July 7, 2026. This may require submitting forms sooner than the standard 30-day window and ensures 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 additional dates. 

What to do if you Receive a Direct Payment

If your 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.

Questions? Email bursar@ohio.edu with any questions.