Policies> Animal Care Services Policy on Accounts Receivable
Animal Care Services (ACS), in an effort to make more effective and efficient use of investigator-generated funds, will be implementing the following actions regarding the collection of Accounts Receivable as of February 15, 2005. These funds must be collected in a timely fashion to prevent adverse effects on ACS and UF research as a whole.
At the time of all service requisitions, a Purchase Order (PO) must be in place by the investigator in an amount anticipated to cover the expenses. Please utilize the myACS system to input PO information. This may be either a standard PO, or may take the form of a “blanket” PO for multiple requisitions. ACS staff are available to answer any questions that a Principle Investigators (PI) may have regarding the setup of these PO 's. A “blanket” PO is recommended, as they may be set up in amounts and time frames to complement historical usage.
Payment is due to ACS immediately, regardless of whether or not there is an invoice dispute.
Beginning on February 15, 2005, Animal Care Services will not provide services to investigators with accounts overdue greater than 60 days from the invoice date.
ACS will notify the applicable Department Chairman of accounts overdue greater than 90 days from the invoice date.
When unpaid accounts are over 120 days old, access to any ACS facility may be removed at the discretion of the ACS Director.
The PI's lab or fiscal personnel should review invoices as soon as they become available for detection of any errors that may present themselves. If an error is corrected early, the chances of carryover decrease significantly. Investigators have 45 days to contest invoices; otherwise invoices will be considered final.
Each PI, or ACS private company customer, must utilize the myACS system.
Each PI, or ACS private company customer, must have on file in advance a UF or company PO for ACS services prior to the beginning of the month in which services are rendered. If no PO is on file with sufficient anticipated expenditures funded, the customer account will be considered in a “hold status” until remedied. Hold status will limit customers to basic husbandry services only. These basic services are limited to housing, feed, and normal care for research animals.
Each ACS invoice that remains unpaid past 30 days from invoice date will be charged the prevailing UF interdepartmental rate, simple interest, from the invoice date.
If an invoice Purchase Order is returned to ACS due to insufficient funds or budget error, a $35.00 processing fee will be assessed. Again, if the invoice remains unpaid 30 days from the invoice date, the invoice will be charged the prevailing UF interdepartmental rate, simple interest, from the invoice date.
On June 30 th of each fiscal year, ACS will submit statements of accounts to all Deans who have faculty with accounts that are over 90 days old. Dr. Win Phillips will be furnished a copy of these statements of accounts as well. Included with the statements will be documents supporting ACS attempts to collect these revenues and the outstanding invoices themselves.
Again, this policy is being implemented in the interest of a fiscally sound Animal Care Services Department, which in turn will, if effective, generate fewer errors and costs to the investigator.
