Definitions

Receivable

A receivable is money owed to a business by its clients (customers) and shown on its balance sheet as an asset.

Receivable Process

The system receivable process includes recording, collecting, and managing funds due to and received by the system, including sales of goods and services and loans to students. There are two types of receivables:

• A General Account Receivable (GAR) is a non-student account in Banner Accounts Receivable (Banner AR).
• A Student Account Receivable (SAR) is a student account in Banner AR.

Receivable Transaction

Receivable transactions result when items are sold “on account,” that is, when goods or services are delivered before payment is received for them. The University of Illinois System recognizes two types of acceptable receivable transactions:

• Transactions related to the system’s mission of granting academic credit toward the awarding of a degree and/or for possible transfer to another institution of higher education.
• Business transactions consistent with the system’s missions of instruction, research, public service to the community, and economic development, where credit is extended for necessary, sound business reasons. However, extending credit does not guarantee you will be paid.

Records

Records are official and trustworthy documents used for accountability and transparency. Requirements for retaining records are mandated by federal and state laws and regulations. Official receivables records consist of invoices, billing statements, and records of payment.

Temporary Documents

Temporary documents are transitory and not records or working documents. Examples include drafts, reference materials, and routine correspondence.

Working Documents

Working documents are unofficial yet trustworthy documents used to support business activities. Examples include copies of official records retained for your convenience or preliminary planning documents.