Processing of Central Billed Transactions


This process is to be used for domestic overnight letters and paks.

Involving central billed payments for freight invoices, which includes all Federal Express invoices (excluding ground service). The following information must be included on the air bill:

  • The complete name and address of persons initiating shipment
  • The department name and complete telephone number for follow-up contact purposes
  • Your complete accounting data (fund, account, unit, division, dept, act., class code)

Each carrier has a designated area for accounting data. For example, Federal Express has reserved line #2 titled "Your Internal Billing Reference Information", Airborne has a Billing Reference Information line, and Emery and DHL have a Shipper's Reference line. Drop boxes are conveniently located throughout the campus for each carrier.

These payments are charged directly to the coding indicated at the time shipment is initiated. A copy of the paid invoice is forwarded to the department paying for the shipment.

In cases where Funding is absent/incomplete Accounting Services will charge the shipper's division's default funding string (usually 101). The funding string that was charged will be recorded on the remitting copy that is sent back to the division. The division will be responsible for transferring the charges to other funding if desired.

If you receive a copy of an invoice with incorrect coding, contact the person initiating the shipment and ask for the correct coding to be charged. Then complete a Non-Salary Cash Transfer Form, crediting your coding and charging the proper coding. If you are unfamiliar with transfer procedures, contact Veronica Olson for assistance. If you have any questions on freight charges that have been paid, please contact Joann Neis.

Important: Instructional Memo Download | View. Please print and share with staff who ship Federal Express.


Monthly invoices for all UW-Madison charges related to these DOA services are central billed and processed by Pre-Audit. Since DOA combines all charges from the University on one invoice, it is EXTREMELY important to give them either a current valid requisition number or the complete direct payment coding (fund, account, unit, division, department, activity, and class code) when requesting their services.