Overview
Central Billing is a UNLV created web-based software that collects billable transactions from service centers, creates customer invoices, and then pushes those invoices to Workday for Journal creation.
Self-Service Tools
All UNLV employees can log into Central Billing to review their charges and indicate transactions that were for non-work purposes. Staff with accounting roles such as Cost Center Managers, and Worktag Managers, in Workday will be able to see all transactions that have been imported into Central Billing against accounts they have access to in Workday.
- Central Billing: Invoice Review - Personal Liability (Knowledge Article)
Additional Services
Additional Central Billing services can be requested through the Admin Web Portal.
- Change Account: Allows you to request a change to the Program, Project, Gift, Or Grant associated used to bill for Telephones or Delivery Services.
- Request Coordinator Change: Allows you to change who is receiving monthly emails regarding bills on a Program, Project, Gift, or Grant.
- Dispute Charge: Allows you to open a ticket to dispute a charge on a particular Invoice.
- Delegate Cost Center Access: If you are a Cost Center Manager you may delegate your access to another employee using this tool.
Automated Processing
Central Billing utilizes automated processes to reduce the risk of human error. In some situations, billing information is pulled from department tracking software. In others, the department provides an upload file of charges that need to be manually uploaded by an Administrative Assistant.
On ingestion, charges are checked against Workday information to ensure they will not cause errors. This validation allows the system to split transactions into a processing batch and a suspense batch.
- The processing batch appears as invoice charges for customers that have not been processed in Workday
- The suspense batch is manually reconciled by Administrative Assistants in our Work Order Control Unit
When service centers opt to invoice notifications, they are sent out to Cost Center Managers, Account Managers, and department service coordinators letting them know that their invoices have been loaded into Central Billing and are ready for review. Disputed charges are reviewed and placed in a dispute status in Central Billing by Administrative Assistants in our Work Order Control Unit.
Upon the specified run date, including same day depending on the service, an Administrative Assistant initiates a bill run process which
- Collects all charges that are in a ready to bill state
- Creates an excel file (Workday EIB) with all transactions ready to be uploaded into Workday
- Marks those transactions as in process
An Administrative assistant tests the EIB in Workday Sandbox, and then processes the Journals in Workday Production.
Central Billing is provided with the Journal number for completed transactions, and places those in a field in our charge records to allow a quality assurance match prior to marking the transaction as complete in Central Billing.