Invoice/Billing - Accounting Services and Financial Reporting

Note: Only Accounting Services & Financial Reporting can generate invoices to external entities

Form: Request for Invoice (RFI) Form Opens in new window

Last Revision Date: 03/2019

Macro Enabled: No

Details Listed Below

On-demand request for an expense reimbursement that has already been made (abatement)
On-demand request to record accounts receivable (non-student revenue)
Not to be used to bill another CSUF department [use Expenditure Transfer Request (ETR) app ]
Not to be used to bill another CSU or Chancellor’s Office [must initiate Interagency Financial Transactions (IFT)]

Form must be approved by department requesting the RFI
For expenditure abatements, attach back-up documentation preferably OBIEE Actuals Detail (between Accounting Periods) Report
For revenue transactions, attach a copy of contract or any document authorizing campus to bill for services
Purchase Order is required when billing a CSUF Auxiliary Organization

Auxiliary Services Corporation (ASC) – Ext. 4154
Associated Students, Inc. (ASI) – Ext. 2406
Cal State Fullerton Philanthropic Foundation (CSFPF) – Ext. 4420

Note: In the event CSUF Auxiliary Organization disputes an invoice, a credit invoice will be processed.

Provide customer's email address on the RFI form.
Contact Resource Planning & Budget for ALL salary related adjustments (601xxx/602xxx/603xxx accounts)

Invoicing to outside agencies, vendors, or individuals for activities or services performed (such as Live scan or fingerprinting service, Academic advising)
Invoicing campus auxiliaries:
- Auxiliary Services Corporation (ASC)
- Associated Students, Inc. (ASI)
- Cal State Fullerton Philanthropic Foundation (CSFPF)
University facility rentals (such as Housing room rental, Desert Studies facility usage, Alumni House rental, Baseball field rental)
Expense abatements

Step 1:

Submit electronic copy of Request for Invoice (RFI) Form with supporting documentation and digital signature or email approval to asfr@fullerton.edu.
Step 2:

ASFR reviews RFI form and contacts department for questions.
STEP 3:

ASFR generates invoice and mails original invoice to customer. An electric copy of the invoice is sent to the requesting department.
STEP 4:

Revenue or expense abatement is posted in OBIEE the next day.
STEP 5:

Dunning letters are mailed to all customers with an outstanding balance on a monthly basis.
STEP 6:

If payment is not received after all collection efforts are exhausted, invoice is reversed in CFS Finance. Department revenue or expense abatement will be reversed.