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. 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 chartfield string is required per PI/Protocol to cover the expenses. Please utilize the myACS system to input chartfield string information. ACS staff are available to answer any questions that investigators may have regarding the setup of these chartfield strings.
Payment is due to ACS immediately, regardless of whether or not there is an invoice dispute.
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 a funding chartfield string on file in advance, or a company payment plan on file, for ACS services prior to the beginning of the month in which services are rendered. If no chartfield string 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 a check is returned to ACS due to insufficient funds, a $35.00 processing fee will be assessed.
On June 30th of each fiscal year, ACS will submit financial statements identifying all outstanding invoices to Finance and Accounting for UF receivables.
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.
