BO-12 invoices are used to charge non-student related billings to customers for goods and/or services. Customers should not be University of Connecticut departments, students or another State of Connecticut agency.

The following steps must take place prior to initiating invoices through the Accounts Receivable Office:

1. Department Heads/Directors must access the Purchasing department's Administrative Task Authorization tool at http://ata.purchasing.uconn.edu to delegate an individual in their department to process BO-12 invoices.
   
   
2. Once you receive authorization, email Accounts Receivable at accountsreceivable@uconn.edu to be given your respective letter prefix that is unique to your department.
   
   Example: If your department was assigned the letter(s) “AR”, your first invoice would be identified as: AR201201. “AR” represents your department’s distinct prefix, “2012” signifies the current fiscal year and “01” represents the first invoice created by your department for the 2012 fiscal year. The subsequent invoices would follow the same format, i.e., AR201202, AR201203, and so on. Every July 1st, your invoice sequence will be modified to reflect the new fiscal year. It is essential to maintain a record of your invoice numbers. Maintaining an inventory will ensure invoice numbers are not duplicated and payment is applied to the proper invoice.
   
   
3. • BO-12 Invoice
     
   • Click on the button at the top of this page or click here to access the form
     
   • Click “Open” - and begin entering the invoice details

Invoice Details

1. Invoice No. (as assigned by Accounts Receivable Office – example AR201201)
2. Billing Date (if not the current date, enter the date services were rendered)
3. Unit No. (enter department unit number or if regional campus enter name of campus)
4. Customer Acct No. (field remains blank – number is assigned to each customer by the Accounts Receivable Office)
5. Amount Paid (field remains blank – to be filled in by customer)
6. Name and Address (enter the customer’s name and current mailing address)
7. FRS Account/Sub-code (enter the FRS account number being credited once payment is received)
8. Amount Charged (enter $ amount of invoice)
9. Description (enter brief description of goods and/or services provided)
10. Authorized Signature (approval of invoice by authorized signatory in accordance with the University’s Administrative Task Authorization Tool)
11. Department Contact Name, Telephone Number, and Email Address (enter name and telephone number of department contact in the occurrence the Accounts Receivable Office has questions)
12. Additional Information (enter other pertinent information that serves useful for the customer, i.e., purchase order or patient/attendee name)

Once the above steps are complete, a total of four copies of the signed invoice are necessary:

1. Retain one copy for department records
2. Forward original and two copies to the Accounts Receivable Office at Unit 4073. Accounts Receivable will forward the original invoice and one copy to the customer
3. The remaining copy is filed in the Accounts Receivable Office
4. You will be notified via email by Accounts Receivable once payment is received

Payments on invoices are posted to customer accounts in the Accounts Receivable system within 24 hours and will be credited to your general ledger account.

IMPORTANT:  Accounts Receivable must be notified immediately if your department receives payment directly for an invoice that has been billed through the Accounts Receivable Office.  Once the Accounts Receivable Office is notified, the check must be hand-delivered to the Cash Operations Department (Unit 4231) located behind the Bursar’s Office in the Wilbur Cross Building.

If you have any questions, please feel free to contact our office at 860.486.1670.