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Control Number: 114.03.03.004 Version: 3.0 Title: Accounts Receivable Page Number: 3 of 4 Idaho Department of Correction 2. Batch Log Fiscal staff must assign all document numbers and maintain an electronic batch log for their location. Document numbers double as invoice numbers for special projects. 3. Non-State Agency Fiscal staff must create a customer invoice according to the terms and conditions in the executed work and financial plan between the department and the customer for special projects, or per the memorandum, contract, or agreement for all other customer invoices. The customer invoice also is the input document for entry of a receivable into STARS. After invoice creation and entry into STARS, fiscal staff must keep a copy, send copy to the customer, and submit a copy with batch header to the central office financial specialist-audit. 4. State Agency If the customer is a state agency, fiscal staff must complete the interagency billing input form. Fiscal staff must send this form to the agency as their invoice. The form also serves as the STARS input form. The customer agency should pay through STARS based on the information on the interagency billing input form . Fiscal staff must keep a copy for their records, send copy to the customer, and submit a copy with batch header to central office financial specialist-audit. 5. Third Party Expenditure Reimbursements Certain bills paid by the department are reimbursed by a third party, such as:  CI Utilities Costs  CI Motor Pool  Firing Range-Annual Dues The supporting documents for these charges are routed to a fiscal staff member at central office for billing on the CIS special project system on EDOC. Fiscal staff enters the information into the system creating a draft invoice along with the supporting documentation. The fiscal supervisor reviews the draft invoice and creates a final invoice. Fiscal staff enters the final invoice to STARS and sends the original invoice to the third party that is reimbursing the cost and a copy to the fiscal staff member in accounts receivable. Fiscal accounts receivable staff monitors invoice status . The following bills paid by the department and reimbursed by third parties are primarily offender reimbursements for services or items purchased:  Offender emergency transport  Offender personal hygiene products  Offender identification  Offender postage charges  Offender book fees  Offender special project supplies such as boots, grease, gloves, or glasses