Procedures
- Establish a Center
- Determine Budget Type
- Recharge Center Budgets
- Rate Proposals
- Salaries
- Usage Estimates
- MAA Review Checklist
- Equipment
- Working Capital
- Financial Reports
- External Users
- Bill Customers
General Information
Usage Logs
Internal users
External users
Forms/Templates
Recharge and cost centers should bill their users in a timely manner (generally monthly) based on actual usage. Centers that have significant revenue are recommended to bill more frequently. The billing process depends on whether the customer is an internal user or an external user.
As center personnel provide service, they should track budget numbers or external customers charged, service performed or product sold, # of units sold, rate charged and total amount billed. This information is used to generate the billing and can be used to make usage estimates for future rate proposals. Click here for a sample usage log.
Recharge centers bill internal customers with an internal sales document (ISD). They can bill customers one of two ways:
Using FASTRANS is strongly encouraged over the paper form because it decreases likelihood of errors and the revenue is deposited into the recharge or cost center budget more quickly than the paper form.
General information on the electronic billing process can be found on the FASTRANS website.
MAA has developed a spreadsheet that can be used in conjunction with FASTRANS to bill internal customers electronically. This spreadsheet is especially helpful for new centers setting up their billing process or small and medium sized centers. Experienced users/large centers might want to develop a customized billing system for their center. The spreadsheet and instructions are available for download from the MAA website.
Recharge centers bill external users with an invoice through the Invoice Receivables office.
External users are charged institutional overhead and may be subject to sales tax and/or surcharges.
Additionally, the recharge center is subject to Unrelated Business Income Tax (UBIT) if the the UBIT exemption criteria are not met.
