Statement of Comptroller Requirements

Purdue University sales and service areas are required to secure full payment prior to or at the time of sale or provision of service. The University recognizes that circumstances will arise when it may be appropriate and in the best interest of the University to extend credit. This operating procedure provides the requirements for credit extension, billing, collection and internal controls, and is applicable to all University Accounts Receivable.

  • Units providing sales and/or services are required to establish processes to assess charges in order to collect payment in compliance with this operating procedure.
  • The University Comptroller, or his or her designee, sets minimum billing amounts. Departments and units with rates, fees or charges less than the minimum are required to collect payment at the point of sale for goods or services. 
  • All Accounts Receivable must be recorded appropriately to the University general ledger.
  • Departments and units must record and invoice all Accounts Receivables in a system that has been approved by the University Comptroller, or his or her designee(s).
  • When applicable, units will execute contracts to provide initial or advance payments in full prior to services being rendered.
  • All billing records including supporting documentation must be maintained from the date of final payment by the originating department according to the University Records Retention Schedule.
  • Each campus is required to develop and maintain business processes in support of this operating procedure.

 

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