The Centralized Receivables system may be used by departments for the billing of department supplies and services, as well as debt collection. Student Accounts Receivable provides training on and assistance with the Centralized Receivables system for departmental users. The Centralized Receivables system:

• Provides a centralized view of debts owed by an individual, organization, or department to The University of Texas at Austin
• Allows departments to bill supplies, services, etc., and collect debts owed
• Allows for payments and refunds of all types
• Provides all entries for posting to the accounting system
• Improves timeliness and maintains reporting integrity

Centralized Receivables System Training

We hold Centralized Receivables system training regularly through UTLearn. Please sign up for training via UTLearn, or, if training is needed more urgently or for larger groups, please reach out to our office at SAR@austin.utexas.edu to schedule a training session. Centralized Receivables training is required before departments will be authorized for access to the RPM Commands within DEFINE.

Our Centralized Receivables Training slides are available for general reference for new and advanced users of the system.

Centralized Receivables Roles & Responsibilities

Both Student Accounts Receivable and the Department utilizing Centralized Receivables are responsible for keeping accounting and receivable balances aligned.

Student Accounts Receivables Role & Responsibilities

• Provide Centralized Receivables training & access to departments
• Enable customers to view their bills on the What I Owe site
• Provide billing system to generate bills
• Provide centralized billing to include departmental charges on bills
• Enable customers to pay bills online or in person at the Cashier Services
• Provide reports for reconciling and monitoring receivables

Departmental Role & Responsibilities

• Create bills in Centralized Receivables
• Notify customers of charges in Centralized Receivables
• May post payments to bills in Centralized Receivables
• Answer customer inquiries regarding charges or payments in Centralized Receivables
• Reconcile Centralized Receivables records to Accounting records
• Review & monitor billing codes and actively collect on outstanding debt

Centralized Receivables FAQs

What is the Centralized Receivables system?

The Centralized Receivables (CR) system is used by departments to bill for supplies and services and to account for payments received and applied towards these bills. The CR system maintains records of receivable transactions on individual customer accounts and integrates with various university websites to post payments received through these interfaces. The CR system is also used by billing departments for debt collection.

Where is the Centralized Receivables system?

The Centralized Receivables system utilizes the university Mainframe system, specifically the *DEFINE RPM commands.

How do I get access to the Centralized Receivables (RPM) commands?

Please contact your Electronic Office Manager (EOM) or your EOM delegates to give you authorization to the RPM commands and/or any billing codes assigned to your department.

Who do I contact with questions about Centralized Receivables?

The Centralized Receivables system is stewarded by the Centralized Receivables team of Student Accounts Receivable. You may contact them by emailing SAR@austin.utexas.edu. For questions about DEFINE, please contact askus@austin.utexas.edu.