Interagency Billing Form Instructions
Both the billing agency and paying agency can use the IAB form to record the interagency billing and subsequent payment. Enter an Interagency Billing using a Batch Type 4 or a Batch Type 5.
The billing agency uses a TC130 to create the receivable. The billing agency must enter a Subsidiary Number, Second Agency, and Document Date.
The paying agency will record transaction codes 240 or 241, which record expenditures and create a STARS-generated payment. STARS does not produce a warrant, but generates a TC 170 to post the payment to the billing agency’s document on the Document File.
Billing Agency - After completing Section A and B of the form, send the form to the paying agency. The billing agency may also complete some elements in Section C.
Paying Agency – After completing Section C, an authorized signatory should approve and date the form. To pay an interagency bill, use either a TC 240 or TC 241, depending on whether or not they encumbered the funds, and uses the Current Document Number from the IAB form as the Invoice Number in their STARS transaction data entry. The paying agency should keep a copy of the form as the source document.
SECTION A – (BILLING AGENCY) - this section should be completed by the billing agency:
Data Element
Description
BILLING AGENCY NAME
Enter the billing agency’s name.
AGENCY CODE
Enter the three-digit agency code of the billing agency.
DOCUMENT DATE
Enter the six-digit document date (MMDDYY). This is a required field on the TC 130 transaction as the DOCUMENT DATE. STARS uses this date for aging reports.
CURRENT DOCUMENT #
Enter the eight-character current document number. This will be the document number that will post to the Document File. (This is used as the first portion of the invoice number for the paying agency.)
SFX
Enter the two-digit document suffix number. This will also become part of the document number on the Document File. (This is used as the last portion of the invoice number for the paying agency.)
TC/RVS
Enter the three-digit transaction code. The normal transaction code used is the TC 130.
INDEX/PCA
Enter the billing agency’s four-digit Index code or the five-digit PCA. This will depend on whether your agency is Index-driven or PCA-driven.
SEC AGY
Enter the second agency involved in this billing. This is the agency code of the agency you are billing.
SUBSIDIARY
Enter the seven-digit subsidiary code found under general ledger account 1502 (Due From) for the agency you are billing. We recommend you use the agency number you are billing followed by four zeros unless instructed otherwise. STARS will post this subsidiary number to the Subsidiary File for tracking purposes.
REV SUBOBJ
Enter the four-digit revenue subobject that identifies the type of revenue classification. You may also use a two-digit revenue subobject detail code, if your agency has established an agency-specific detail. Detail is optional.
AMOUNT
Enter the transaction’s entire billing amount. This should match the TOTAL field in Section B.
INVOICE DESCRIPTION
Enter a description, up to thirty characters, that identifies the type of bill.
SECTION B – THIS SECTION CONTAINS THE DESCRIPTION AND PRICE OF MATERIALS AND SERVICES SUPPLIED – this section should be completed by the billing agency:
DESCRIPTION
Enter a description of the goods or services provided. Include units, quantity, and unit price.
Enter the total amount of each line item described (EXAMPLE: If you were selling four chairs at $100 a chair, this amount would be $400.00.)
TOTAL
The total amount of all line item amounts. This should match the total of the AMOUNT fields in Section A.
SECTION C – (PAYING AGENCY) - this section should be completed by the paying agency unless the billing agency wishes to provide some of this information:
PAYING AGENCY NAME
Enter the paying agency’s name.
Enter the three-digit agency code of the paying agency.
DATE
Enter the six-digit date (MMDDYY). Usually the date you are paying the document.
Enter the eight-character current document number that identifies the document chosen by the paying agency. Do not use the same number as the Invoice Number.
Enter the two-digit current document suffix.
Enter the three-digit transaction code. If the transaction code should be a reversal, enter the “R” for the RVS field. The normal transaction code used in this field is the TC 240 or TC 241.
Enter the paying agency’s four-digit Index code or the five-digit PCA. This will depend on whether your agency is Index-driven or PCA-driven.
Enter the three-digit agency code of the billing agency. STARS uses the SEC AGY field to allow liquidation of the Due From and the transfer in of cash from the paying agency. There is an automatic match to be sure this matches the billing agency on the Document File.
Enter the seven digit subsidiary code found under General Ledger 2202 (Due To) for the agency you are paying. We recommend using the agency number you are paying, followed by four zeros. Since the TC 240 or TC 241 end up netting to zero for the 2202 subsidiary, it does not necessarily matter if you have a correct subsidiary. You could even use your own agency number with four zeros.
EXP SUBOBJ
Enter the four-digit expenditure subobject that identifies the type of expenditure classification. You may also use a two-digit expenditure subobject detail code if your agency has established an agency-specific detail. Detail is optional.
Enter the transaction amount.
PROP#/COMP
Enter up to a ten-character alpha/numeric property number if your expenditure subobject falls in the 6000 (Capital Outlay) range. Then also enter a two-digit component number in this field. STARS uses this number in the automated update to the Fixed Asset System (FAS).
INVOICE #
Enter the billing agency’s ten-character Current Document and Suffix number, with no spaces between the numbers, from Section A. This allows STARS to complete the liquidation of the Due From for the billing agency. The invoice number field is required once you have entered the Second Agency field. STARS checks this combination for a match on the Document File before allowing the transaction to process. If you are paying two interagency billings, you should do them on separate transactions, since the Invoice Number will be different.
VENDOR # / SFX
Enter the vendor number - nine characters plus a two-digit suffix. This should be the billing agency’s vendor number. STARS uses this number to post to the Vendor Payment File. If you find you have processed a transaction to the wrong vendor number, you can do a 240R that looks identical to the original 240 then do a 240 with the correct vendor number. This will move the payment to the correct vendor number in the Vendor Payment File.
G = GRANT/PH P = PROJECT/PH
If not already looked up by a PCA or Index, you can manually enter a six-character grant with a two-alphanumeric character grant phase and/or a six-character project with a two-alphanumeric character project phase. In order to distinguish to data entry personnel whether the number is a grant or project use the “G=” or “P=” before the numbers. (EXAMPLE: To use grant number IABSCO/99, enter G=IABSCO/99 in this field.)
Total all of the amount fields. To pay the billing in full, this total should match the total of the AMOUNT fields in Section A and the TOTAL field in Section B.
AUTHORIZED SIGNATURE / DATE
An authorized signatory of the paying agency should sign and date the form. It indicates all information on the form is valid for payment.