Revenue Interagency Billing Transactions (IBTs)

1. A revenue IBT can only be issued to a Nebraska State agency.
   For non-State agencies, use other billing methods (check, ACH, etc.).
2. Required accuracy checks
   1. Confirm UNL department contact information
   2. Confirm State agency billing name and email address of contact
3. Invoices to the Nebraska Department of Education must identify the "NE Department of Education" in the Agency Name field. This prompts Accounting staff to attach to the IBT an additional document that is required by that department.
4. Cost objects
   1. Must be unlocked prior to submission
   2. If locking is required, include 'Locked' in the file name. The IBT processing team will contact you to briefly unlock the cost object during processing. 
5. Invoice number
   1. Leave field blank. The IBT processing team will add the SAP document number
6. GL account
   1. For Revenue IBT for services, contracts, registrations, etc.:
      1. Use External Revenue GLs (4XXXXX)
      2. Do NOT use GL 48XXXX
   2. Revenue IBT for expense reimbursement
      1. Use Expense GLs (5XXXXX) only for direct, dollar-for-dollar reimbursements of a previously incurred expense
      2. Use the same GL used for the original expense
      3. Do NOT use GL 59XXXX

1. UNL department submits completed Revenue IBT by saving it to the Accounting SharePoint folder titled UNL Billing IBT (TN Doc)
2. IBT Processing Team posts TN entry in SAP within 3 business days of submission by UNL department
   1. SAP document number (9xxxxxxx) is generated and added to the invoice
   2. Debit and credit entries are automatically generated in SAP:
      i. Debit: Accounts Receivable (145202 – UNL / 145209 – UNOP)
      ii. Credit: Revenue GL (4XXXXX) or Expense GL (5XXXXX)
      NOTE: Seeing a credit posted in SAP to the department’s cost center for the IBT does not mean payment has been received.
3. TN entry automatically interfaces to State system (NIS) on the next business day and is reviewed and approved by UNL Accounting
4. IBT Processing Team emails invoices to State agency and provides them with the SAP doc number
5. When payment is received by UNL, SAP clears the accounts receivable and records cash:
   1. Debit: Cash (11XXXX)
   2. Credit: Accounts Receivable (145202 – UNL / 145209 – UNOP)
6. Accounting follows up on unpaid IBTs
   a. Accounting follows up with State agency on unpaid IBTs over two months old
   b. UNL Departments may also follow up directly if needed.

Find the SAP Document Number

1. Run Actual line‑item reports using SAP transaction codes below:
   1. Cost Centers: KSB1
   2. WBS Elements: C74
2. Locate SAP document number (9xxxxxxx) under the TN entry

Check Payment Status

1. Review monthly “TN Aged Outstanding” report
   1. In SAP:
      1. Display TN entry
      2. Double‑click GL 145XXX
      3. A clearing date shown between Business Area and Assignment fields indicates payment except:
         1. UU correction entries posted by Accounting (clearing date ≠ payment)
         2. Reversals (clearing date reflects reversal date, not clearing date)

Reversals or Deletions

Contact the IBT Processing Team to reverse a posted IBT or delete an invoice from SharePoint

SharePoint Access

To receive access to SharePoint to submit IBTs, contact Accounting at accounting@unl.edu.

Assistance

For assistance, contact the Revenue IBT Processing Team

Tam Nguyen – tnguyen134@unl.edu (Main) 

Hongying Xiao – xiao@unl.edu (Main)

Teresa Brede – tbrede2@unl.edu

Akuol Riing – ariing4@huskers.unl.edu