Submitting Invoice Credit Memos/Write-off Requests

This information is intended for UCLA Extension staff who oversee certain third-party and student billing agreements. Billing adjustment requests must be submitted in order to remove or decrease the amount of a balance due which exists on an invoice in Destiny.

 

Billing adjustments may be requested by the billed organization or first identified and then prepared. A UCLA Extension staff member is to prepare the Billing Cancellation Request Form. Below are some definitions to aid the preparer:

• Student/Group Name: the name of the account in Destiny
• Invoice/Basket Number: the number of the invoice that should be adjusted
• Invoice Total: the original dollar amount of the invoice
• Student/Group Number: the seven-digit (groups) or eight digit (students) Destiny user profile identifier
• Program/Project ID Number: the unique identifier which notes the course, program, fee, or other enrollment item which will be affected by the adjustment
• Adjustment Amount: the total dollar amount which will be adjusted off of the invoice

Instructions

1. Complete the top section of the request form with the relevant account and transaction information.
2. Check the appropriate box (or boxes) to indicate the type of adjustment requested. 
   • Group or Student Billing Adjustment pertains to simple invoice or billing adjustments on a student or group account in Destiny.
   • Student Withdrawal pertains to a student that dropped the course/program.
   • Write-off/Forgiven Debt pertains to balances that will not be collected on, either due to unsuccessful collections efforts, or small balances due which the organization decides not to pursue further.
   • Use the Other (please specify) checkbox for all other adjustment types and include detailed instructions and background information in the Explanation field.
3. Select the appropriate account action from the Account drop down box to indicate whether or not a note should be added, or a hold placed on the account.
4. Provide detailed transaction information, context, and instructions related to the request in the Explanation (Required) field. All requests must include an explanation.
5. Add any Additional Comments relevant to the request.
6. Fill in the preparer's name, date of the request, and home department.
7. Once the request form is complete, add any back-up documentation directly into the PDF file itself.  The request form should always be the cover page. Supporting documentation is required and will assist Extension Budget & Financial Services (BFS) in ensuring the request is complete, appropriate, and in accordance with standard business practices.
8. Submit the completed form to [e-mail].
9. Once approved, the request will be processed by Student Services.

For additional information on this topic, please contact [e-mail].