About District Accounts Receivable

The District Accounts Receivable department generates invoices and mails them to our clients. In the event either college generates its own invoices, a copy of the invoice should be sent to the Chabot Business Services office and they will coordinate with District Accounts Receivable so the amount can be entered into Banner. This ensures that our financial statements contain all receivables due to the District.

District Accounts Payable process invoices for:

• Grant activities
• Facilities use activities
• Fee-for-service programs, such as Contract Education and Economic Development
• Miscellaneous invoicing
• Property damage recovery
• Student debts

In addition to generating invoices, District Accounts Receivable professionals process and facilitate the following:

• COBRA benefit payments
• Insufficient funds checks from students or outside parties
• Chancellor's Office Tax Offset Program (COTOP)

Facilities Use Receivable

Departments managing use of facilities, e.g. Performing Arts Center, Event Center, Cafeteria, Athletics, must submit a CLPCCD Standard Request for Billing form in its entirety to the Chabot Business Services office so they can coordinate with District Accounts Receivable, who will then generate an invoice and send it to the external party with a copy to the initiating party.

Miscellaneous Invoicing

Departments that need to charge amounts for activities, services, or circumstances not described shall use the CLPCCD Standard Request for Billing form. These are for invoicing items such as property damage, restitution, student debts, etc. Please submit the form in its entirety to the Chabot Business Services office so they can coordinate with District Accounts Receivable, who will then generate an invoice and send it to the external party with a copy to the initiating party.

Insufficient Funds Checks

Delinquent debts relating to insufficient funds (NSF) checks must be satisfied by cash or money order only. In addition, a $25 fee is assessed to all NSF checks (pursuant to Civil Code section 1719), which is detailed on the letter generated from the District Accounts Receivable department.

Advances/Loans to Employees

With the exception of a travel advance, no advances or loans will be extended to employees. This applies to undeposited funds as well. No cash advances may be given to employees from undeposited funds.

CLPCCD Accounts Receivable Information