Completing an Internal Billing (IB) eDoc

This page briefly explains how to complete a basic Internal Billing (IB) document for internal department recharges in KFS. Your department or school may have policies or procedures that pertain to processing these documents, and should be followed if applicable. Remember to consistently save your work.

Departments that are approved for recharges and income must have the other departments information and permission to do the service/produce the good before the service/item is provided. The internal billing document is meant to facilitate the internal department recharge process. It is not a transfer of expenses, and should not be used to distribute expenses to other departments.

System Users (53 or 10035) can access the IB in ZotPortal under the KFS Financial Processing Portlet. Expand the Financial and Current Budget Transactions menu by selecting the plus sign and select Internal Billing link. The document can also be accessed through the KFS Homepage by either typing the eDoc name ("Internal Billing") in the Jump-To menu, or going to the Accounting grouping.

Document Overview and Explanation

In the Document Overview tab fill out a Description and Explanation of the recharge (month, type/category of charges, billing unit, etc.). Be sure to select the current open period that you need to bill (especially if at the beginning of the month, where two periods would be open).

Accounting Lines Tab: Income

The information input into the income tab should be the approved recharge unit's income account & approved income object code. Some departments that do extensive or detailed billing may have their own recharge income. A positive number (no $ in the Amount field) indicates a normal IB where income is going to the unit. Be sure to 'add' (use the + sign) to actually add the income account(s) to the document. More than one Full Accounting Unit (FAU) can be added for income.

Accounting Lines Tab: Expense

Enter the recipient/billed department’s approved account number, sub-account,sub-object, project code, and any other information the department gave upon agreeing to the service or supply being billed. Use the object code with type EE (Expenditure not Expense) for recharge expenses. Some billing units that do extensive or detailed billing may have their own recharge expense objects that can be used (type=EE). A positive number (no $ in the Amount field) indicates a normal IB where the expense is hitting the billed unit/account identified. Be sure to 'add' (use the + sign) to actually add the income account(s) to the document. More than one Full Accounting Unit (FAU) can be added for expense side.

Single Chart Billing = IR to IR Income to Expense, or MC to MC Income to Expense (Single Chart Billing)

When billing within one chart (IR & SW can use same objects), the standard recharge object codes can be used. However Income should be placed on the Income side, while Expense objects should be used on the Expense side

• For Income object codes, the Object Type Code should be "IC" (Income not Cash)
• For Expense object codes, the Object Type Code should be "EE" (Expenditure not Expense)

Dual Chart Billing = IR to MC Income to Expense or MC to IR Income to Expense

Use the following object codes ONLY when crossing Charts (IR to MC or MC to IR)

Income Object Codes: Use ONLY when crossing Charts (IR to MC or MC to IR)

Expense Object Codes: Use ONLY when crossing Charts (IR to MC or MC to IR)

General Ledger Pending Entries Tab

After Adding your Accounting Lines, then saving your document, check the General Ledger Pending Entries. Ignore all lines that have the Object Code 'CAOF'. The first line(s) will show the income, while the expesnse should be in order added after this. Object Code Type Code will show IC for the Income transactions and EE for the Expesne side.

IB Workflow & Auto Approval

The Internal Billing document sends an approval to all Fiscal Officers on the Expense side, once submitted. Fiscal Officers can update their accounts to a limited degree. Because it routes to all fiscal officers at once, this may create some confusion for other reviewers that approve after a change has been made. The IB has an Auto-approval process after 15 calendar days after submission, regardless of status. Corrections to accounts can also be done by the department with a General Error Correction (GEC) after it posts. In general, Object Codes should not be changed on the IB or in a subsequent GEC.

IB Corrections & "Credit IB"

Once an IB document has been approved or processed, the accounts (income & expense) will be credited/debited the following business night. If a General Error Correction (GEC) is needed on the IB, please note that it may be okay to correct the account, sub-account, project code, or Org Ref ID. A change in the Object Code type (EE or IC) will not be allowed and will route to General Accounting (whom may disapprove unless you've been contacted by General Accounting first and asked to fix). This is because the Credit or Debit that UCI records (via the object code) between the IR & MC must match what each chart records and net to zero (Accounting will be checking each campus balances their interdepartmental recharge expense & income).

The Billing department should be creating the GEC if they make a mistake with the billed account (typo) or amount. The billing department can also issue a Credit IB document. All this is is entering the same account(s) and objects as the original mistake transaction, on the same side as before. However, to credit, a minus (-) sign should be placed in front of the amounts on the Income and Expense sides to reverse the original. This Credit IB can be used for partial and full credits for one or more accounts where the billing unit may have made a mistake.

IBs cannot be disapproved or canceled once submitted. If there was an error, the Initiator (only) can contact KFS@uci.edu for guidance if they need assistance (like which would be better, a GEC or Credit IB) on next steps as well.