Non-student Charges

The Bursar's Office is responsible for processing Accounts Receivable for the University.  This includes posting of charges, generation of billing statements (invoices) and application of payment to the accounts.

If your office does not already have a relationship with the Bursar's Office for billing of non-student charges, please contact our office to discuss your needs.  Please review Your Departments Responsibilities before asking us to setup a billing arrangement.  

Billing a current or former Lehigh Student or Employee

Charges should be submitted using the existing LIN (Lehigh ID Number.)  Ideally, charges should be submitted via Argos or other automated system in a format that can be uploaded directly to Banner.  For former students or employees, please verify that contact information in Banner is current.

Billing an individual (non-student/employee)

Please provide:

• Legal name 
• Mailing address
• Phone number
• Email address

If this is the first time that Lehigh is billing this individual, please obtain a copy of the individual driver's license or other state issued identification, and provide to the Bursar's Office.  

Billing a company

Please provide:

• Legal name of the company
• Company Contact
• Mailing address
• Phone number
• Email address

If this is the first time that Lehigh is billing this company, please obtain a copy of the EIN Notification Letter that they received from the IRS (see Sample EIN Notification Letter). As an alternative, the IRS has instructions for how to get a new confirmation letter.  Please verify the Legal Name against the name they have asked you to bill.  If the company has requested bills using a DBA (Doing Business As) name, ask them to provide their DBA documentation.  Copies of their documents should be provided to the Bursar's Office.

Charges

Ideally, charges should be submitted via Argos or other automated system in a format that can be uploaded directly to Banner. If not using an automated process, billing requests should include the 6-digit index and 5-digit account code to which the revenue will be posted, and/or the Detail Code the Bursar's office has created for you.  

Invoices/Billing Statements

Invoices for companies and non-students are generated monthly on or about the 10th day of the month.  Payment is due the first of the next month.  If your customer requires a detailed invoice of services provided, it is your office's responsibility to provide this to your customer.  All invoices include a payment coupon and are mailed with a return envelope.

Students billing statements are generated electronically and uploaded to the eBill Suite.  

Payments

Companies and non-students should mail payment to: 

Your department's responsibilities

Your department is responsible for maintaining records for all items you ask the Bursar's Office to bill.  In most cases, this should include a contract or agreement signed by the person being billed (billing an individual) or authorized representative of the company (billing a company).  Do not ask us to bill charges that have not been authorized.  

Requests to add or remove charges must come from the financial manager or an authorized signer of the index.  Note that charges or credits received via an automated process (such as an Argos report) do not require separate authorization. 

If we receive requests for additional details regarding non-student charges, or requests to waive charges, we will direct the person to your office.  

It is your responsibility to assist the Bursar's Office regarding delinquent accounts.  The Bursar's Office will notify you of accounts that are more than 90 days past due to discuss the account status and determine if there are any outstanding customer disputes.   Our office will attempt to collect on the debt for approximately 90 days.   After internal collection efforts are exhausted, you will be asked to 1) authorize a write-off of the charge (aka the revenue is reversed) or 2) authorize transfer to a Collection Agency or Attorney, with your department responsible for collection costs and/or legal fees.