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Billings

External billings are billings for services or products that are invoiced to entities outside of the university, including Cooperative Extension county offices. Examples of external billings include but are not limited to reimbursements for expenses incurred by visitors, soil testing, farm services, publications, newsletters, conference registrations, or lab analysis.

Internal billings are billings for services or products that are charged to a University account number. Internal billings can occur within a single department or between other University departments. Examples of internal billings include but are not limited to copier billings, postage, soil testing, farm services, technical support, lab analysis or mileage charges.

The Business Service Center offers a billing service for its customers using the Reservation and Billing System.  If you would like more information regarding this product, please email Tara Kimberl.

Deposits

Checks are deposited by the BSC directly to Tompkins Trust Company and cash is picked up weekly. Please complete the deposit form and email it to che-cals-bsc@cornell.edu, along with any backup documentation. Checks and cash can then be dropped off to the main office of the BSC at 115 Bruckner Hall. Please read the updated Standard Operating Procedure for more information.

Gift Processing

Gift Processing procedures apply to all gift monies received by departments. All gifts must be recorded by Alumni Affairs and Development Advancement Services, the office that records and controls monetary gifts received by the University using the gift information form.  Please refer to Policy 3.1 Accepting University Gifts.

Petty Cash

Petty Cash will be distributed for all receipts totaling up to $100 or less at the front desk of the Business Service Center.  Please fill out the Petty Cash Reimbursement Form found in the Quick Links to the left and bring to the Business Service Center along with all original receipts & authorized signatures.   

BSC PCard

The BSC holds higher limit pcards that can be used for departmental purchases over $1,500 or when a dept. PCard is not available.  Please complete an IWant doc with all appropriate documentation attached in order to request payment via PCard.

Subcontracts

Sub Award Procedures 

The Office of Sponsored Programs provides guidance to sub award procedures on their website.

Final Payments to Subcontractors

The CALS/CHE BSC receives many requests for final payments to subcontractors. We have found that often these requests are missing information which is needed in order to process payments quickly. To avoid delays in processing final payments to subcontractors, invoices should include the following information:

  • Subcontract Number
  • Dates that the work was performed
  • Invoice must be clearly marked as "FINAL"
  • Certification of costs (the certification ensures that the costs incurred have been expended for the work which was performed). It needs to be signed by the consultant, subcontractor or authorized institutional representative). The certification can be something like the following: "I certify, as a representative of XXXXXXXX, that the costs invoiced here are the actual costs as recorded in the XXXXXXX records and as expended for the work actually performed in accordance with the terms of agreement # XXXXX-XXXX."
  • The Cornell PI should also review the final invoice and approve it for payment before forwarding to the BSC. (View an example of a Subcontractor Sample invoice)