The Non Student Accounts Receivable Office performs various functions for the University, some of the most commonly performed duties are:

• Bills of all non-student related charges rendered by the University, including processing invoices to external customers and faculty/staff receivables.
• Processes all incoming payments for KFS invoices, including check, Marketplace, ACH, and Core-CT.
• Processes State of Connecticut Transfer Invoices to invoice other State of Connecticut agencies through the Core-CT Billing System (where the University is the creditor).
• Collaborates and provides assistance to university departments in order to charge their customers for goods and/or services provided by the University. This includes brief training sessions with KFS end-users or departmental administrative staff to familiarize themselves with the KFS Accounts Receivable Module and its functionality, specifically, creating new customers, posting customer invoices and entering customer credit memos.
• Provides KFS end-users with helpful documentation/handouts to become more efficient at using KFS.
• Interacts with university departments and their customers regarding customer account inquiries/balances due to the University.
• Forwards quarterly statements to customers with balances due.
• Forwards past due customers dunning letters requesting payment.
• Places past due customer accounts with an outside collection agency.

Policies

State of CT Management of Receivables Policy

University Invoicing Policy 

Resources

Tax Considerations for Departments

Questions about Marketplace (Cash Operations)

Reference

Non-Student AR KFS eDoc Description Conventions

Collections Timeline

Departments Invoicing Outside KFS

Invoice Upload Guidelines

Important Information on Banking Fees and Payment Methods

Invoice Payments in USD

To ensure smooth processing of your payments and avoid unnecessary banking fees, we kindly request that all departments invoice in USD. Invoicing in international currencies can lead to complications and additional charges from intermediary banks, which may result in short-paid invoices and potential loss of revenue to your department.

Preferred Payment Method: Convera

We strongly encourage all customers to use Convera for making international wire payments. Convera locks in quotes and ensures that the entire payment amount is remitted to our institution without any deductions. This helps in maintaining the accuracy of payments and avoids any discrepancies.

Customer’s Responsibility for Banking Fees

If a customer chooses to use a payment method other than Convera, they are responsible for any banking fees charged by intermediary banks. These fees are often deducted from the payment, leading to a short-paid invoice. In such cases, the customer should be held responsible for covering the remaining balance owed to UConn to ensure the invoice is fully paid.

Ensuring Full Payment

To avoid any issues with short-paid invoices, please:

• Invoice in USD.
• Encourage customers to use Convera for international wire payments.
• Include language in any contract or payment agreement that customers agree to cover any shortage on the invoice if intermediary banking fees are deducted from their payment if using other payment methods.
• Communicate clearly and up-front with your customers.

Thank you for your cooperation and understanding.

Please find us on the Cash Operations page.