Accounts Receivable FAQs

The University’s Non-Student Receivables Invoicing Policy requires a receivable to be created in KFS for any goods and/or services provided by the University. Department revenue accounts are funded at the time the invoice (and related receivable) is created.

UCH is billed through KFS using customer account UCO8414. To locate detailed step-by-step instructions on billing UCH, see Billing UConn Health Center (UCH).

Other state agencies are billed through KFS. To locate detailed step-by-step instructions on billing other state agencies, see Billing Other State of Connecticut Agencies.

A new web page should have opened. Verify your pop-up blocker is disabled. If a message appears at the top of your screen, select Always Allow KFS to Open the File. Also, be sure to clear your browser cache.

A Customer Credit Memo must be prepared. Credit memos are used to cancel an invoice (or a portion thereof) based on a reduction in the unit quantity or dollar amount. If your customer has already received a copy of the invoice, you need to mail the customer the credit memo for their records. The credit memo is available to be printed from the eDoc after it has been approved by the Fiscal Officer and an AR Manager.

No. KFS has an invoice upload feature that allows the user to upload batches of invoices. Contact the AR Office at accountsreceivable@uconn.edu for additional information.

These fields refer to the intended income account(s). If you have questions as to what KFS account or object code to use, contact the Accounting Office.

The department initiating the invoice is responsible for sending the invoice to the customer. Once the invoice is submitted in KFS, scroll to the bottom of the invoice and click Reload. Once the eDoc is reloaded, scroll back to the bottom and click Print. This produces a PDF that can be printed and mailed or saved and sent as an attachment via email.

The Bursar Office's policy is to have the department providing the services to the customer complete and submit vendor forms for customers. Most vendor forms require:

1. UCONN’s remit to address (where payments should be mailed). The correct remit to address is:
   UCONN Cash Operations,
   233 Glenbrook Road
   Unit 4231
   Storrs, CT 06269-4231.

2. UCONN’s W-9 Form – This form can be downloaded from the Tax & Compliance Office webpage.

3. UConn’s ACH bank account information can be requested by completing this form.

4. If the vendor form requires a UCONN contact name and phone number, this should be the departmental contact information.

Advance Deposits and Cash Receipts do not relieve receivables.  There are only 2 means in which a receivable can be relieved:

• Cash control and payment application (typically performed by Accounts Receivable)

• Customer Credit Memo

If payment is received and a cash control and payment application are not created, then your customer will continue to receive statements/past due notices indicating a balance is due. This makes it extremely important for departments to properly relieve their receivables.

Customers and Vendors are NOT the same.

Customers make payments to UConn, and Vendors are paid by UConn.

Accounts Receivable receives customer payments.  Accounts Payable pays vendors.

See key below:

• UConn Receiving Funds = AR = Customer = KFS

• UConn Paying Funds = AP = Vendor = Husky Buy

To be authorized to have the ability to enter invoices in KFS, you must complete the online access request form.  Once the form is submitted, it will be routed via a workflow to your supervisor for approval, then to ITS to complete set up.