Billing Request Reminders

Billing Best Practice

It is a best practice for CALS departments to utilize ServiceNow (SN) for all internal and external billing requests as it helps to ensure compliance and adherence with NC State University processes and policies (see Controller’s Office Cash Management and Banking webpage). 

Additionally, it allows the CBO to handle follow-up requests for payment (vendors have 30 days to pay NCSU prior to any follow-up requests) and allows for an easier receipt of funds as the revenue will automatically deposit into the project-phase provided by the department, once payment is received by the University. This will then be reflected in WRS. 

Please note that departments can create their own internal itemized invoices for sales or services being done for any internal and external customers. This “invoice” can be attached to the SN billing request as backup documentation in the billing request form. However, please be sure to fill out the necessary information on the billing request, as this information is required for CBO A/R to create the bill per the department’s request. Please note, A/R will utilize the information as provided in the form for the actual invoice/bill. 

Department Billings

If the department submits its invoices, please remember that checks should NOT be made payable to CALS departments or to a staff or faculty member directly, as the NC State University W-9 form lists the Controller’s Office address as the only remit address for payments made to NC State University.

ALL payments should be made directly to NC State University.

If your department is expecting payments from external customers who were sent invoices directly from the department (not processed via a SN Billing Request), please work with the University Controller’s Office Accounts Receivable (UAR) team to identify payments belonging to your department which need to be deposited correctly. 

For additional information on the Unclaimed Funds/Wire Suspense process for NC State University, please see the webpage on Wire Application and Unclaimed Funds. 

Interdepartmental Sales

Payments for Interdepartmental Sales and Services (IDS), should be submitted via SN by the department RECEIVING the revenue. Before submitting the request, please ensure you have an email communication attachment or memo confirming “ok to pay” and the allowable project-phase # to CHARGE before submitting the request. 

The department PAYING for an IDS should not submit a billing request in SN. They should provide the project phase and “ok to pay” communications directly to the departmental contact who is charging them (preferably via email).