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Request for External Billing

When requesting an external billing request, please fill out the External Billing Request form according to the following instructions:

  • Please complete all of the areas on the External Billing Request.
  • Be sure to verify the contact information, including the contact name, phone number and contact email.
  • For the explanation of charges please provide a detailed description to be included on the invoice.
  • Verify that the SpeedType is correct and the account supplied is an income account (i.e. 4XXXXX excluding 450099) or supply supporting documentation that the billing is for a reimbursement of expenses (i.e. 5XXXXX excluding 532xxx and 550099) paid by the department.
  • Verify that all of the sections under the requestor information heading are complete and accurate, in the event there are any questions.
  • Please email to General Accounting at genacct@case.edu the accurate completed request(s) and all necessary supporting documentation that should be included with the invoice by 5 p.m. at least three business days before the last business day of the month or earlier to be included in the respective month- end close. External Billing Request must be the email subject line. (NOTE that the University month-end close dates can be different for NOVEMBER and DECEMBER.)
  • The expectation is that the external billing request form is accurate and includes all necessary information prior to being submitted to General Accounting via genacct@case.edu. Once received it should be processed within 2-3 business days. The external billing requestor will be copied on the email to the respective customer contacts with the final invoice.
  • The External Billing Request, invoice and supporting documentation are kept electronically on file in the Controller’s Office.
  • Once General Accounting posts the invoice within PeopleSoft, the SpeedType listed on the External Billing Request receives the benefit of the amount invoiced.
  • Invoiced amounts will be reflected in the applicable statements of the SpeedType listed on the External Billing Request.  The invoices will be listed with a description of BI Billing, journal number beginning with BI and the amount will be a credit (i.e. negative amount).
  • All payments received from external customers should be sent to the Controller’s Office (Location Code 7006) for appropriate deposit and application of payment within PeopleSoft.   Please DO NOT deposit any checks received in relation to External Billing Request invoices as a departmental deposit with the Cashier’s Office, as the SpeedType you provided in your billing request has already received the benefit upon being invoiced.
  • On a monthly basis, General Accounting will provide the requestor with a current aging, which will list all outstanding invoices.  The aging will provide the requestor a summary of the open invoices including the invoice date and the age of the invoices.  The normal payment of an invoice is 30-45 days and it is the requestor’s responsibility to follow up with the external customer to find out the status of payment and ensure payment will be received.
  • The requestor has 120 days to ensure payment is received by the Controller’s Office.  If payment is not received and the outstanding amount is deemed uncollectible, the outstanding amount will be written off back to the SpeedType originally credited.   The Controller’s Office will contact the department to discuss the payment status before any invoice is charged back to the department.   If the department has made arrangements with the external customer to obtain payment, the Controller’s Office must be notified promptly.    
  • On a monthly basis, external customer contacts will receive statements listing past due balances.  Inquiries from the customers will be directed to the applicable requestors for follow up.

If you have any questions, please contact General Accounting at genacct@case.edu or  216.368.4274.

Billing Upload

When requesting an External Billing Excel Upload please fill out the upload template according to the following instructions:

  • Under the Customer Number column, fill in the PeopleSoft customer number (i.e. MARxxxxx, MMHxxxxx, MUHxxxxx, etc.). If it is a new customer please send a customer account number request email to genacct@case.edu and include the customer name, address, city, state, zip code, as well as the customer contact information including the contact name, phone number and email address.
  • Under the Invoice Number column, type in the invoice number. Verify there are no duplicates on the file.
  • Under the Date column, use the following format: DD-MM-YYYY.
  • Under the Invoice Amount column, the number cannot have any dollar signs or commas, i.e. 23655.45.
  • Under the SpeedType column, fill in the SpeedType receiving the benefit of the billing.
  • Under the Account column, fill in the appropriate account number, i.e. 4xxxxx. Verify that the SpeedType and account are a valid combination.
  • Please send the completed External Billing Excel Upload via email to General Accounting at genacct@case.edu with External Billing Excel Upload as the email subject.
  • Once the completed External Billing Excel Upload has been received, it will be reviewed for accuracy, completeness and processed by General Accounting within 1-2 business days.
  • The External Billing Excel Upload will be kept electronically on file by General Accounting.
  • Once General Accounting posts the invoice within PeopleSoft, the SpeedType listed on the External Billing Excel Upload receives the benefit of the amount invoiced.
  • Invoiced amounts will be reflected in the applicable statements of the SpeedType listed on the External Billing Excel Upload. The invoices will be listed with a description of AR Billing, a journal number beginning with AR, and the amount will be a credit (i.e. negative amount).
  • It is the responsibility of the preparer of the External Billing Excel Upload (the “preparer”) to ensure that all invoices are distributed to the respective customer contacts.
  • All payments received from external customers should be sent to the Controller’s Office (Location Code 7006) for appropriate deposit and application of payment within PeopleSoft. Please DO NOT deposit any checks received in relation to External Billing Excel Upload invoices as a departmental deposit with the Cashier’s Office, as the SpeedType you provided in your billing request has already received the benefit upon being uploaded into PeopleSoft.
  • On a monthly basis, General Accounting will provide the preparer with a current aging, which will list all outstanding invoices. The aging will provide the preparer a summary of the open invoices including the invoice date and the age of the invoices. The normal payment of an invoice is 30-45 days and it is the preparer’S responsibility to follow up with the external customer to find out the status of payment and ensure payment will be received.
  • The preparer has 120 days to ensure payment is received by the Controller’s Office. If payment is not received and the outstanding amount is deemed uncollectible, the outstanding amount will be written off back to the SpeedType originally credited. The Controller’s Office will contact the department to discuss the payment status before any invoice is charged back to the department. If the department has made arrangements with the external customer to obtain payment, the Controller’s Office must be notified promptly.
  • On a monthly basis, external customer contacts will receive statements listing past due balances. Inquiries from the customers will be directed to the applicable preparer for follow up.

If you have any questions, please contact General Accounting at genacct@case.edu or 216.368.4274.

Speedtype Request Form

  • SpeedType Request Form MUST be filled out electronically. *If you do not see the paperclip symbol and attachment on the left side, please download the instructions and open them with Adobe Acrobat PDF viewer.
  • E-mail the completed SpeedType Request Form to General Accounting with supporting documentation to genacct@case.edu.
  • The form must be filled out completely, and appropriate signature included.
  • General Accounting and the Budget Office, as needed, will evaluate the request and if approved, assign a Speedtype.
  • Once the SpeedType is set up, the requestor will be notified that it is ready for use.

Speedtype Request Form Instructions 
1. AGENCY ACCOUNTS 
An example of an Agency speedtype would be one requested by a student group who raises funds through their own fundraising efforts, and would like to hold their cash at the University until expenditures for that student group need to be made. The funds belong to the student group at all times, and never revert to the University.

When requesting an Agency fund speedtype, you will need to fill out the Speedtype Request Form according to the following instructions: 

  • At the top of the form, please select whether you are requesting a new Agency speedtype, or changing an existing one.  Please describe what the Agency will be used for in the REASON/PURPOSE box, including why the funds will never be University funds.
  •  All fields below the BOLD divider line MUST be filled out
  • REQUEST DATE – the date the form is filled out
  • REQUESTOR NAME/TITLE – the name of the person filling out the request form and their position title
  • DEPARTMENT #/NAME – Requestor’s department
  • REQUESTOR PHONE #/E-MAIL - contact information for the person filling out the form
  • Any Restrictions (drop-down box: yes/no) – Select YES for Agency speedtypes.
  • DESCRIPTION OF INCOME – explanation of where funds will come from; in an Agency account the income should come primarily from outside the University.
  • DESCRIPTION OF EXPENSES – explanation of the types of expenses the fund is being set up to cover
  • RECONCILIER NAME/TITLE – this is the individual responsible for managing the day to day activity within the speedtype and reviewing the applicable reports on a monthly basis.
  • ROLLUP DEPT #/NAME – where the speedtype activity will roll up on the Budget Performance Report.
  • LOCATION CODE – the campus mail code associated with the Reconciler.

At the bottom of the form is a section for the Department Finance Manager’s approval.  Fill in the name and title of the Finance Manager in the appropriate boxes, then the manager will check either approved or not approved, and sign and date the form. Instructions for inserting an electronic signature are included on the form. 

Once the form has been completed and approved by the Department Finance Manager, click on the “Submit by E-mail” button in the top right-hand corner of the form; this will open an email in Outlook pre-addressed to General Accounting, and automatically attach the form.  All submissions should be done electronically.

Once the form has been received by General Accounting, it will be reviewed and any questions addressed to the Requestor. Upon approval, the speedtype will be created and the requestor will be notified via e-mail. 

2. FOR ALL OPERATING SPEEDTYPES (ie: OPR/INS) 
When requesting a new speedtype or a change in an existing speedtype, please fill out the Speedtype Request Form according to the following instructions: 

  • At the top of the form, please select whether you are requesting a new speedtype, or changing an existing one. If requesting a new speedtype, suggest a name that is descriptive (max 30 characters). Please describe what the speedtype will be used for in the REASON/PURPOSE box.  If requesting a change to an existing speedtype, be clear about what changes you need to make.
  • All fields below the BOLD divider line MUST be filled out
  • REQUEST DATE – the date the form is filled out
  • REQUESTOR NAME/TITLE – the name of the person filling out the request form and their position title
  • DEPARTMENT #/NAME – Requestor’s department
  • REQUESTOR PHONE NUMBER/E-MAIL - contact information for the person filling out the form
  • ANY RESTRICTIONS (drop-down box: yes/no) – Are the funds in the speedtype restricted or unrestricted?
  • If yes, explain the restrictions. If no, type N/A
  • DESCRIPTION OF INCOME – not all speedtypes will have income; if there will not be any, type N/A.
  • DESCRIPTION OF EXPENSES – explanation of the types of expenses that will be booked to this speedtype.
  • RECONCILER NAME/TITLE – this is the individual responsible for managing the day to day activity within the speedtype and reviewing the applicable reports on a monthly basis
  • ROLLUP DEPT #/NAME – where the speedtype activity will roll up on the Budget Performance Report
  • Location Code – the campus mail code associated with the speedtype

At the bottom of the form is a section for the Department Finance Manager’s approval.  Fill in the name and title of the Finance Manager in the appropriate boxes, then the manager will check either approved or not approved and sign and date the request form. Instructions for inserting an electronic signature are included on the form. 

Once the form has been completed and approved by the Department Finance Manager, click on the “Submit by E-mail” button in the top right-hand corner of the form; this will open an email in Outlook pre-addressed to General Accounting, and automatically attach the form.  All requests should be submitted electronically.

Once the form has been received by General Accounting, it will be reviewed and any questions addressed to the Requestor. The Budget Office will approve as needed. Upon approval, the speedtype will be created and any applicable budget entries will be recorded by the Budget Office. Once the setup is complete, the requestor will be notified via e-mail. 

3. PETTY CASH FUND REQUEST
An example of a Petty Cash fund may be to have a small amount of cash to make change in a department that conducts daily cash transactions, or to provide cash for research study participants. Miscellaneous small expenditures are typically now done using a P-Card or D-Card, and do not usually require a Petty Cash fund. 

When setting up a Petty Cash Fund, the Speedtype Request Form is now replacing the Petty Cash 
Request/Authorization Form.  Please fill out the Speedtype Request Form according to the following instructions: 

  • At the top of the form, please select whether you are requesting a new Petty Cash fund speedtype, or changing an existing one.  If requesting a new Petty Cash fund, the requested name should be “P/C – “ and the name of the custodian. Please describe what the fund will be used for in the REASON/PURPOSE box. If you need to change the custodian of a Petty Cash fund, the policy has changed and you will need to close the current fund and open a new fund for the new custodian.  An acceptable change would be if the fund is being used for a different purpose (a new research study, for example) than it was originally created for, or to increase/decrease the amount of Petty Cash.
  • All fields below the BOLD divider line MUST be filled out
  • REQUEST DATE – the date the form is filled out
  • REQUESTOR NAME/TITLE – the name of the person filling out the request form and their position title
  • DEPARTMENT #/NAME – Requestor’s department
  • REQUESTOR PHONE #/E-MAIL - contact information for the person filling out the form
  • Any Restrictions (drop-down box: yes/no) – Select NO for Petty Cash.
  • DESCRIPTION OF INCOME – N/A for Petty Cash
  • DESCRIPTION OF EXPENSES – explanation of the types of expenses the fund is being set up to cover; if fund is for research study participants, list the sponsored project speedtype here
  • RECONCILER NAME/TITLE – this will be the Custodian.
  • ROLLUP DEPT #/NAME – the department providing the cash for the fund.
  • LOCATION CODE – the campus mail code for the Custodian.

At the bottom of the form is a section for the Department Finance Manager’s approval.  Fill in the name and title of the Finance Manager in the appropriate boxes, then the manager will check either approved or not approved, and sign and date the form. Instructions for inserting an electronic signature are included on the form. 

Once the form has been completed and approved by the Department Finance Manager, click on the “Submit by E-mail” button in the top right-hand corner of the form; this will open an email in Outlook pre-addressed to General Accounting, and automatically attach the form.  All submissions should be done electronically.

Once the form has been received by General Accounting, it will be reviewed and any questions addressed to the Requestor. Upon approval, the Custodian will be sent two forms, the Custodian Responsibilities memo and the Statement of Receipt and Responsibility. After the Statement of Receipt and Responsibility is signed and witnessed, it should be sent back to General Accounting, whereupon the Petty Cash speedtype will be created, and a payment request will be submitted to Accounts Payable.  The Custodian will be notified via e-mail when the check is available for pickup at the Cashier’s Office.