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For Employees

Accounts Receivable Invoicing

The SFS Accounts Receivable Billing System is being used by the UW-Extension departments for all accounts receivable unless otherwise agreed upon with the Cashier Services Department. Invoicing through the UW-Extension Registration System is primarily done by the registrations staff. Certain UW-Madison departments may request an invoice from the registration system by contacting the Cashier Services Department.

UW-Extension staff must request specific authorization to access SFS Accounts Receivable Billing and must be trained by Cashier Services in order to use the system for invoicing.

Requests to adjust or cancel any accounts receivable invoice must be in writing to Cashier Services, UW-Extension 432 N. Lake Street, Room 104, with an approval signature and date. This information may be faxed to (608) 265-3156 or sent as an email attachment to Phone requests cannot be accepted. Cancel requests must include a reason for canceling. Please note that UW System policy does not allow any department to forgive an amount due. A valid reason for the cancellation must be provided.

All payments on invoices must be sent to Cashier Services, Room 104 Extension Building. The remittance address on the invoice form is for the US Bank Lockbox in Milwaukee and should not be changed, since Cashier Services is responsible for collecting all accounts receivable payments.

Invoices generated in the SFS Accounts Receivable Billing System will be shown in WISDM at the time of the generation. The payment does not show in WISDM but can be found in SFS. Contact Nancy Dahmen for information on how to locate payments and adjustments in WISDM.

All outstanding invoices will be shown on the month end accounts receivable listing for each department. A series of reminder billings and dunning letters will be generated for non-payment of the invoice. The dunning billings for SFS are done on the 1st of the month starting when the invoice is 30 days past the due date. Departments will be notified by a reminder billing copy when the invoice is over 75 days past due.

Departments should immediately advise Cashier Services of any dispute or problems with any accounts receivable invoices. Our office will continue to send reminder billings and eventually may send the account to a collection agency, unless advised to do otherwise.

For UW-Extension Employees

Professional Development

UW-Extension and Colleges Administration