The University General Accounts Receivables (GAR) department prepares invoices for goods provided or services performed by the University community. As part of the process, GAR considers sales tax implications, issues the invoices, and follows up if the invoice remains outstanding after 60 days. Unless specifically approved by Financial Services, all invoices must be issued through GAR.
Steps to have General Accounts Receivable (GAR) process an invoice on your behalf:
- Complete the General Accounts Receivable (GAR) Invoice Requisition form (listed alphabetically).
- Email the completed form to General.AR@carleton.ca.
- GAR will review the form to ensure it has been completed correctly and will create an invoice in FAST. The invoice will be emailed to the customer and the requestor (i.e. ABC Company and the School of Industrial Design administrator).
- Once the invoice is posted, funds will automatically be transferred to the FOAPAL (i.e. funding source) specified on the GAR Invoice Requisition form.
- GAR takes care of the collection and deposit of receivables.
Consider the following when completing the GAR Invoice Requisition form:
- An email address must be included to send the invoice. Carleton is trying to reduce our use of paper products.
- The description entered on the form will be included on the invoice.
- The account code entered for the FOAPAL must be a revenue account. Revenue accounts always begin with a 5. A list of commonly used account codes can be found here: Commonly Used Accounts – Financial Services (carleton.ca).
- If your sale is taxable, please ensure to note the HST amount on the GAR Invoice Requisition form.
- Activity codes are optional.
- We make every reasonable attempt to collect on all invoices, however, if an invoice remains unpaid after 90 days it will be at risk of being cancelled and the funds being reversed from your FOAPAL (i.e. funding source).
- GAR invoices are not to be used when acquiring goods or services from within the university or for transferring funds or expenses between departments. Use eShop when purchasing a good or service from an internal service provider. If you need to move expenses or transfer funds between departments, a journal or budget adjustment may be required. If you have questions in these cases, contact your departmental administrator for operating funds, or financial.services@carleton.ca for enterprise funds.
- Any accounts receivable inquiries related to research funds should be directed to accounting@carleton.ca.
- Invoicing for some enterprise funds is handled by the Controller’s Office. If you have previously had invoices for your enterprise fund issued through the Controller’s Office or if you were instructed at the time of fund opening, then you should continue to contact your fund administrator for Accounts Receivable inquiries.