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SFM Billing Process Review

Part 2

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Review: Part 1

  • What is Billing?
  • The Billing Cycle
  • Prebilling Processes
          • Coding Changes
          • New Internal Transfers and Coding Changes Form
          • Odometers
          • CARS Odometer Entry
    • Billing
    • Post Billing

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SFM Billing Process Part 2

  • Atypical Billing processes
      • Collection of Remaining Revenue
      • Manual Bills
      • Default Bills
  • Vehicle Assignments
      • Newly Assigned Vehicles
      • Turned in Vehicles
      • Internal Transfers
  • Billing History Screen in CARS
  • Coding Changes
  • Internal Transfer and Coding Change Form
  • CDU Changes

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Atypical Billing Processes

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  • Collection of Remaining revenue
  • Manual Bills
  • Default Bills

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Atypical Billing Processes – Collection of Remaining Revenue

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  • The dollar amount left for SFM to collect to equal what is needed to pay off the vehicle is considered remaining revenue.
  • Collection of remaining revenue typically occurs in two types of situations.
      • The term of the lease is coming to an end
            • Collected with an increased final payment
      • The vehicle was turned in prior to it’s lease end
            • Collected with a manual bill

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Atypical Billing Process – Manual Bills

  • Used for billing events outside of normal CARS to CORE billing
      • Collect remaining revenue
      • To recognize revenue/addition to contributed capital
          • These will not show in CORE
      • Correction of over/under billed vehicles
  • Appear in CORE and CARS the same as regular billing lines, but with a comment
    • With the exception of recognizing revenue transactions
  • Internal process

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Atypical Billing Process – Default Bills

  • Vehicles with no entry at time of billing will be billed a default amount of 1,000 miles

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This vehicle default billed two months in a row, resulting in a 1900 miles and $264.13 credit.

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Vehicle Assignments

  • 3 types of vehicle assignments
          • Newly assigned vehicles
          • Vehicles turned in to SFM
          • Transferred vehicles

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Newly Assigned Vehicles

  • To prevent prorated billings from the get go, new vehicles are assigned as of the first day of the billing cycle.
  • Bills the same as a vehicle already assigned.

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Turned in Vehicles

  • A vehicle is typically prorated when it is turned in to SFM
          • With the exception of those with remaining revenue

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Internal Transfers

  • Must be completed before billing runs
  • Fixed and Variable costs are allocated to both old and new assignments (These 4 lines can be seen in the Billing History screen below)

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Billing History

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Billing History - Manual Bills

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Billing History – Internal Transfers

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Coding Changes

  • Coding is entered in CARS (Colorado Automotive Reporting System) and sent to CORE (Colorado Operations Resource Engine) when billing runs.
  • Apply to the entire billing cycle
  • Vehicle is NOT reassigned

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New Internal Transfers and Coding Changes Form

  • Form
  • Send form to dpa_sfmbilling@state.co.us
  • Submit by due date each month – Odometer due date now includes requests for coding changes and internal transfers

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CDU Structure

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CDU Changes

  • Changes should be submitted via email, dpa_sfmbilling@state.co.us
  • Name changes can only be completed at the fiscal year change
  • New Departments and Units can be added under most circumstances

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Questions

FAST Team: DPA_SFMTraining_Support@state.co.us

Billing Coordinator: DPA_SFMBilling@state.co.us

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