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Procedures & concepts used in administering OIT's service chargeback billing in PCR-360 and Banner

Billing Administration Tasks (& Triggers)

Service provision → PCR-360 → Banner billing cadence

A charge categorized by PCR’s Billing tab M/Y field as 08/20xx indicates billing for service rendered in OIT’s current standard 8/21-9/20 billing period, which we often call September, and which will be processed as a JV or billed to a cash customer later that month, September 21-30.

• Bills are based on 30/31 day months ending the 20th: 21st of last month - 20th of this month. This is the service/billing period.

• Shortly after the 20th, PCR bills are generated based on the just-closed billing period, including all charges dated inside it.

• The PCR export is imported automatically into Banner the night after bill generation. There are sometimes errors (mostly expired index codes) which are repaired manually before re-importing.

• The date of the successful Banner import (generally any day between the 21st and last business day of the calendar month) becomes the date on the JV in Banner.

• Cash customer bills are manually created and sent by email each month shortly after the PCR bill generation.

• Rebilled vendor charges (Adobe Sign e-signature, 800 Numbers, Expanded Conference Calling) are billed to customers one month late, since they’re imported into PCR during the 1st-20th of the month after a calendar month of service (Adobe Sign) or after the vendor bill arrives (others), and processed/JV'd normally later that month. So transactions for the calendar month of August would generally be imported and PCR-dated some time in September (1-20) and JV dated later in September.

Roles & Responsibilities

• The ICAT team provides PCR-360 as a service to OIT to use for billing administration, supporting the application (using OIT Managed Servers co-managed by LAP).

• The TDC team (Indy) uses PCR-360 to coordinate TI Telecom service request fulfillment, with integrated billing service/charge changes

• The SMO team (Indy and Brent) uses PCR-360 to administer OIT billing:

  • Import rebilled vendor charges for rebilling (Adobe Sign e-signature, 800 Numbers, Expanded Conference Calling)

  • Process changes/charges from all "Billing change" requests + credits for all services/charges

  • Charge campus customers for miscellaneous bills paid by OIT

  • Trigger the monthly PCR-to-Banner JV export & resolve Banner JV load failures due to expired index codes

  • Create & send monthly bills for cash customers

  • Process payments from cash customers

• Michele handles related tasks:

  • Alter Banner JVs before resubmission to address expired index codes

  • Adjust STATION-SPLIT total periodically to maintain OIS102 balances near zero (and similarly HCOM-SPLIT)

  • Issue credits/refunds to cash customers

  • State bond reconciliations for project charges billed to CPC index codes

• Department fiscal officers see charges against their index codes via financial reports in Banner

• Telecom Coordinators and fiscal officers can view detailed invoices for any index code in the PCR-360 customer center