Finance Accounts Receivable

Finance AR (Transaction Services, Financial Services) is responsible for invoicing non-McGill Third Parties on behalf of McGill units and departments that sell and provide goods and services.
 

Please note that Finance AR does not bill for:
- Donations
- Revenue related to research grants and contracts fund types
- Tuition related to credit courses
- Goods and Services provided by McGill Merchants. Please refer to the Merchant (PCI) Policy & Procedures - Accepting Credit/Debit Card Payments

For support on the Finance Accounts Receivable Process and any related queries, email arforms.finserv [at] mcgill.ca (Finance Accounts Receivable)

Policy

Checklist Prior to Billing

  1. Obtain Sales Tax Assessment
    • In order to to determine the applicable sales taxes to apply to goods/services, the Billing Department must complete the Sales Tax Assessment Questionnaire which will result in providing the Billing Department with the sales tax assessment.
    • In certain situations, the Sales Tax Assessment Questionnaire will direct the Billing Department to infotax.acct [at] mcgill.ca (Info Tax) who will provide the sales tax assessment.
  2. Obtain the Client ID, Detail Code, Detail Code for Sales Tax, Address Type (BI) - Sequence no.
    • Prior to billing, the Billing Department needs certain information to be provided by Finance AR: Client ID, Detail Code, Detail Code for Sales Tax and Address Type (BI) – Sequence no.
    • To obtain this information, the Billing Department must complete the Billing Questionnaire, after having obtained the Sales Tax Assessment.
    • The Billing Questionnaire requires the following information:
  3. Once all information has been received from Finance AR, the Billing Department can start billing the Third Party:
  4. If the Billing Department has an active Client ID and Detail Code but the Third Party has issued a NEW/Revised Quotation >= $10K, please refer to the Billing Department Options, no. 4
  5. Help? arforms.finserv [at] mcgill.ca

 

Flowchart for Steps to Follow Prior to Billing

Billing Department Options

 

 

Billing Department Options

Considered as an Agreement as per the Signing Authority Policy?

FFM Approval Required?

Forms to Complete

1

New Client ID - Same Detail Code

Yes

Yes

  1. Sales Tax Assessment Questionnaire
  2. Billing Questionnaire
    • Include the Agreement
    • Include FFM approval using FFM Approval Email Template (if not included in the Agreement)

* FileTemplate for FFM Email Approval

2

New Client ID - New Detail Code

Yes

Yes

  1. Sales Tax Assessment Questionnaire 
  2. Billing Questionnaire
    • Include the Agreement
    • Include FFM approval using FFM Approval Email Template (if not included in the Agreement)

* FileTemplate for FFM Email Approval

3

Same Client ID - Same Detail Code but new Address Sequence

No

No 

Submit Request for New Address Sequence

FileEmail Template to request New Address Sequence

4

Existing Client ID - Existing Detail Code (regardless if Address Sequence BI-xx is the same or new) BUT New/Revised Quotation >= $10K

No

No

Submit New/Revised Quotation >= $10K

Please note, if the Third Party is PO based, the PO must also be submitted

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