Invoicing

Approval Process

All Clemson University departments are required to receive approval before extending the credit of the University through the invoicing process. Approval is needed whether the department intends to invoice through the Accounts Receivable Office or within their own department.

To start the process for invoicing customers, departments must complete the Department Approval Form (PDF). Please type your responses, print the form, have it signed by the Department Head or Dean and return via email to: accounts_receivable-l@clemson.edu. Feel free to include any attachments deemed pertinent to the approval form. You can also return via mail/interoffice to the following address:

Accounts Receivable
Clemson Centre
391 College Ave, Suite 302
Clemson, SC 29634

Upon receipt of your form, the Accounts Receivable Office will review and approve or deny the request. We will notify you once we have processed your request.

Departmental Responsibility

Each department approved to invoice, whether inside their department or through the Accounts Receivable Office, is responsible for billing their customers. Every department is responsible for generating invoices and distributing them to customers, via postal mail or email. The Accounts Receivable Office will act on behalf of your department to collect funds owed to the University and post payments if the invoice was sent via our office. Departments that don’t invoice via the Accounts Receivable Office are individually responsible for collecting and posting payments. See Payment Methods for more information. You can also make Invoice Payments online.

Once your department is approved to invoice through the Accounts Receivable Office, the person responsible for billing customers must complete web invoicing training before entering any invoices. Your business officer must submit a Request CUBS Access Form, and you must complete a CUBS Completion of Online Training Form for Financials before access is granted in CUBS. See CUBS training online.

After completing the web invoicing training at the bottom of the page, please return to the top and click Training Forms. You will then select Completion of Online PeopleSoft Financials Training to confirm that you have finished the web invoicing training. Once completed, you will receive an email from IT Help. They will notify you when you can access PeopleSoft to enter web invoices. You may then begin invoicing your customers.

Quarterly Aging Reports

If your department has opted not to go through the Accounts Receivable Office and has obtained approval to invoice within your department, you must submit an aging report to the Accounts Receivable Office every quarter. You will submit this aging report via email to accounts_receivable-l@clemson.edu.

The Accounts Receivable Office will review aging reports and ask any necessary questions to ensure proper invoicing and collections procedures are followed. Invoices that need to be written off, regardless of how they were sent to the customer (postal mail or email), must be submitted to the Accounts Receivable Office and approved by the Controller’s Office.