1. To set up a new account, follow the steps on How to Obtain a New ISIS Entity Account ID Number.

1. Follow the steps for How to Process a UCSD Invoice.

1. UBS sends monthly billing statements to all account holders (outside entities) who have an outstanding balance. Refer to the Billing Statement Calendar for scheduled billing dates.
   
   Note: UBS's billing is in addition to the invoice you sent in step 2, above. This bill is a dunning notice to use in legal collections in case the outside entity doesn't pay your invoice.

1. Regularly monitor your unpaid invoices and charges with accounts receivable management tools.

Monthly, UBS notifies departments of invoices that are 120+ days overdue.

1. UBS generates a notice to departments for review of Aging Report. This list contains all unpaid invoices and charges on AR ISIS.
   • If invoices or charges remain unpaid for 120 days, UBS also sends your department a Recommended for Write-Off Report. These accounts will be referred for further collection. Review this report, contact your vendors, and attempt to collect these receivables.

   In the mean time:

   • Stop doing business with the customer.
   • If there are any discrepancies, contact UBS for help in resolving the situation.

   Exceptions:

   • If you are working with the outside entity on payment resolution you can contact us to request a hold for a short time.
     • Unpaid transactions will continue to appear on your Unpaid Charges Report.
   • If new charges are assessed to the customer, you will continue to see the past due charges on your Recommended for Write Off Report.

   Contact Tracy Stutts, (858) 534-6806, with questions.

1. UBS will monitor for payment and responses from debtor.
2. UBS continues to send regular monthly billing statements to these account holders.

1. In accordance with Accounting Manual 212 (PDF) and generally accepted accounting principles (GAAP), UBS sends a request to the Office of the Controller to write off the past due debt.
2. After the controller approves, UBS writes off the debt in ISIS and refers to an outside collection agency. This step:
   • Clears your open receivables account
   • Debits your ledger, reversing the credit that was originally posted to your revenue ledger
   • Represents a loss to UCSD and your department

1. The contracted collection agency continues to try to collect the unpaid balance.
2. If the collection agency is successful, the agency deducts a collection fee, then sends the balance to UBS.
3. UBS deducts its collection fee.
4. The remainder is given back to the department.