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Billing

The Accounts Receivable team handles all billings initiated by the university. If your department provides goods or services to customers on a credit basis, or if you invoice sales from your department, we’ll help you manage the receivables, including aging reports and collection.

For more on the accounts receivable system objectives, visit the:

For questions, please contact the Accounts Receivable department directly at accountsreceivable@ryerson.ca.

Billing process

The billing process is undertaken by departments and differs depending on the amount you’re billing.

Less than $50
Payments by cash, cheque or credit card can be directed to the department cost centre. Visit the Deposits page for steps on how to make a deposit.

More than $50
Complete an PDF fileAccounts Receivable Invoice Requisition Form and submit it via the Financial Services dropbox at 1 Dundas Street West, 9th floor. Alternatively, you can scan and email a signed copy of the form to accountsreceivable@ryerson.ca.

More than $500
Complete an PDF fileAccounts Receivable Invoice Requisition Form and submit it via the Financial Services dropbox at 1 Dundas Street West, 9th floor. Note that invoices for more than $500 requires approval from a dean, manager or supervisor on the form.

Accounts receivable invoice process

Once an accounts receivable invoice requisition form is received by Accounts Receivable, the following will occur:

  • the invoice is entered into the financial system, detailing:
    • the goods or services provided to the client
    • the amount due
  • the invoice is sent to the client either electronically or by mail
  • once the invoice is issued, the amount is credited to the billing department’s cost centre
  • Accounts Receivable will follow up with the department and/or client to collect the outstanding funds if the invoice remains outstanding past the terms

For invoices that remain outstanding beyond 365 days, the outstanding amount will be debited back from the department cost centre and the invoice sent to a collection agency. In such cases, we’ll give you 20 days’ notice.

If the collection agency is successful, the invoice amount will be credited back to the department, minus agency fees.

Roles and responsibilities

With billing departments sharing tasks in the billing process with Accounts Receivable, we’ve put together a chart highlighting the tasks to be aware of.

Requesting departments

Accounts Receivable

  • Verify charges are billed to the client with address, contact name, contract number, purchase order number and other identifying elements.
  • Submit PDF fileAccounts Receivable Invoice Requisition Forms in PDF format to accountsreceivable@ryerson.ca.
  • Promptly forward payments to the Accounting, Collections and Treasury unit of Financial Services for processing if payment is mistakenly sent to the department from a customer.
  • Address any customer issues related to the original billing or the goods or services provided.
  • Understand that unpaid or unresolved outstanding invoices over 365 days will be automatically written off in the financial system and debited to the original billing department’s account.
  • Ensure all revenue from billings are credited to the originating department upon issue of the invoice.
  • Send invoices directly to client, unless otherwise specified by the billing department.
  • Relay any customer issues to billing department for resolution.
  • Provide monthly statements and notices of outstanding invoices directly to customers, unless otherwise specified by the billing department.
  • Provide monthly aging accounts receivable reports to billing departments, no later than the first week of the month.
  • Communicate with all external clients with balances over 30 days past due.