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
- Refer to the Finance Accounts Receivable Policy
Checklist Prior to Billing
- 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.
- 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:
- Billing Department Information
- Type of Goods/Services that will be sold/provided to the Third Party
- Type of Agreement:
- Contract signed as per the Policy on the Approval of Contracts and Designation of Signing Authority with a Purchase Order.
- Contract signed as per the Policy on the Approval of Contracts and Designation of Signing Authority without a Purchase Order.
- Quotation confirmed by Third Party with a Purchase Order
- Quotation confirmed by Third Party via email
- Approval of the Fund Financial Manager (if not included in the Contract)
- Information on the Agreement
- Information on the Invoice
- FOAPAL where the revenue will be applied
- Third Party Information
- Method of Billing via Finance AR
- Once all information has been received from Finance AR, the Billing Department can start billing the Third Party:
- Input invoices directly in the Banner AR Module (take the Navigation of the Finance Accounts Receivable Billing Module OLC – FIS 420)
- Submit a Feed
- Submit Request for Invoice (exceptionally for those Billing Departments that plan on issuing only one invoice/year collectively for all their Agreements)
- 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
- 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 |
|
|
2 |
New Client ID - New Detail Code |
Yes |
Yes |
|
|
3 |
Same Client ID - Same Detail Code but new Address Sequence |
No |
No | |
|
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 |
