HomeMy WebLinkAboutN-402 - Account Receivable Requests CITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 402
Finance
Subject: Accounts Receivable/Requests for Billing Initial Effective Date:
May 15,2007
Revised
Approved
Y. PURPOSE:
This Administrative Order is intended to foster a common understanding and consistent
use of internal procedures designed to assure timely collection and proper accounting of
all monies due the city.
II. DEPARTMENTS AFFECTED:
All.
III. POLICY:
Any sum of monies owed to the City by another party, whether for services rendered or
otherwise, shall be identified by the operating department with which the other party
conducted business, in the manner prescribed by this order. Once properly informed, the
Finance Division shall be responsible for timely billing, collection and accounting of
such amounts owing to the city; provided, however, the respective operating department
shall be responsible for submitting and monitoring grant reimbursement requests.
IV. PROCEDURES:
Invoices: All departments wishing to issue an invoice to an individual or another entity
shall prepare a "Request for Billing" form and submit it to the Accounts Receivable
(A/R) Clerk in the Finance Division. The A/R Clerk will prepare a City of Pasco invoice
and mail it to the customer. A copy of this form is attached for your convenience and
reference (form is available in electronic format from Finance).
Grants: If any department is responsible for submitting grant requests for reimbursement,
a copy of the Request for Grant Funds that was sent or mailed to the Grantor, shall be
forwarded to the A/R Clerk for entry into the financial accounting system. The A/R Clerk
will enter the amount of the request but will not produce an invoice. Please note on the
form the date the request was sent or mailed. Finance will then be able to identify the
payment when received.
Contracts: y and all contract documents with payments due to the City shall also be
forwar d the Finance Division for inclusion in the financial accounting system.
Approved:
y
Gary Crut field;tit M ager Date
CITY OF PASCO
REQUEST FOR BILLING
Date
FROM: Name
Department
Phone Number
BILL TO: Name
Billing Address
City, State & Zip
Contact Name
Phone Nurnber
Revenue Account Number
Explanation of Billing: Please word exactly as you wish to be stated on the invoice to customer
Space on invoice is limited keep wording to a minimum. If the explanation
is lengthy please prepare a document to be sent with the invoice.
Amount of Bill $
Enclosure to be included with bill: YES NO
Have letter/etc with back up. Keep a copy for your records.
Approved
Department Head Revised 12.13.05