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California State University, Long BeachCalifornia State University, Long Beach

Cost Recovery Processes

Self-Support Service Providers

Process Overview

Self-Support Service Providers utilize clearing account code 660987, their Department ID, Fund, and the appropriate Program Code to bill Auxiliary and/or 3rd Party organizations. When billing are with customers on campus, services providers will not utilize clearing account code 660987 for services as the expense and revenues will be recorded directly to the proper chartfields using a journal entry (Inter-Fund activity). Invoicing the internal customer is not necessary.

Charges to internal customers are posted throughout the month through the general accounting process, invoices to Auxiliary and 3rd Party organizations are sent the third or fourth work day of each month prior to month end close. All charges are posted as revenue at the time of process. Billing disputes and associated corrections are between the service provider and respective campus departments/Auxiliary/3rd Party organizations. Refer to the following Process Detail and Flow below.

Related information - Reciprocal Inter-Fund Activity

Process Detail

  1. Fill out Self-Support Service Provider request form to initiate service and include appropriate billing information. Internal Customers must provide the campus chartfield combination where the expense is to be recorded. Auxiliary organizations must provide Auxiliary Billing information and applicable Program Code (CSV file). Auxiliary departments use a RXXX program code, and EXXXX for 3rd Party organizations.

    Submission of a completed form is an obligation to pay for the services being rendered.

    1. Copier Program
    2. Telecommunications Work Order
    3. Facilities Management Work Request
    4. Mail Services – Generate a barcode via the Print Shop work request form
    5. Print Shop – Generate work request with authority
    6. Parking, CCPE, Housing and Residential Life – Generate request at their respective offices.
  2. The Self-Support Service Provider collects the data, and is obligated to ensure chartfields have the appropriate signature approval prior to providing service. The service provider generates a monthly billing general ledger file and supporting documentation.
  3. The Self-Support Service Provider electronically submits billing file and delivers supporting documentation to General Accounting.
  4. General Accounting uploads file, internal customers are charged directly, and invoices external customers.
    1. General Accounting generates invoice and attaches backup documentation provided by Self-Support Service Provider. General Accounting verifies that the backup documentation matches the invoice before sending to customer. When necessary, General Accounting will conduct follow up with Self-Support Service Provider.
  5. Campus customers are invoiced upon upload of general ledger file. Auxiliary and 3rd Party organizations are invoiced separately and are responsible to pay the full amount to General Accounting. Billing disputes and associated corrections are between the service provider and respective campus departments/Auxiliary/3rd Party organizations. Adjustments will be processed by the service provider and will appear on the following months invoice. General Accounting will follow up with Auxiliary and 3rd Party organizations if payment is not received in a timely manner.
  6. Expenses and recovery costs are reflected on campus reports.

Please note that certain Funds require pre-approval by the appropriate division personnel before being submitted to the campus service provider. For example, before committing to a grant there must be approval by the Senior Director of Sponsored Programs and Business Development or designee. Any change in funding must be communicated to the Service Provider to reflect on future invoices.

Process Flow

Process Name Owner Self-Support Service Providers
Figure 1: Process Flow summary for Self-Support Service Providers. Details describing the process can be found in the Process Details section above.