Billing for Outside Groups

If an outside group is coming on campus for some purpose, please work through the Conference & Events Office.

Graceland departments are allowed, per our tax exempt status, to provide services for other non-profit organizations, but not to for-profit companies. No sales or services should be provided to for-profit companies (unless it is hosting an event); these companies need to look to other for-profit companies for what they need.

The department should not be sending bills or conducting any collection activity directly with the outside organization. The department should notify Accounting of the charges, so Accounting can proceed to collect the payment.

For sales/services to non-profit organizations, if the department normally does ICs, please obtain, or have the contact person of the organization obtain, an ID number through Christy Carpenter in Accounting Services. The ID number should be used as the Expense Number on the IC. If ICs are not normally used, please send an e-mail to Christy Carpenter with the details of the charge, the contact and address of the organization, and the account number in the budget that is to receive the credit.

Once Accounting has processed the charge, then Accounting will process statements which itemize the charges, and will mail the statements to the contact person. Accounting will conduct all collection efforts. If an amount continues to be unpaid, Accounting may contact the department for some assistance, and/or to notify the department to stop doing business with the group.

Payments should come to the Accounting Cashier for receipting to the group ID.