Automation Streamlines FSU’s Auxiliary Bill Cycle

ITS’ Enterprise Systems and Services (ES) team is responsible for multiple aspects of the ERP systems at FSU, including human resources, finance and student information systems. Recently, the ES team had the opportunity to work on an exciting project to improve the efficiency of processing time for financial services at the university. Continue reading to learn more about ITS’ newest project. 

What is it?   

The Bill Cycle is a monthly process driven by the Controller’s Office’s Auxiliary Services that takes all FSU Departmental bills generated by FSU selling departments (auxiliaries) and invoices them.  This process moves budgets/funds between various departments across campus. Selling auxiliaries can invoice external bills at any time, but the majority of selling auxiliaries will have both their internal and external bills ready to be picked up during the Bill Cycle.  The internal invoices will be paid via our internal Accounts Payable team and external bills will be sent to the customers for payment. 

Why is it significant?   

There are multiple departments involved: Auxiliary Services, Treasury, Accounts Payable, and the selling auxiliaries during preparation. This will allow the process to run with minimal to no manual intervention other than designed process validation steps. Currently, this process takes up to 2 business days to complete and with the automation, we would reduce that time significantly. 

What goal does it align with/why does it move the needle?  

This aligns with the ITS goal of Innovation and Modernization. By automating this process and inserting validation steps, it will reduce the amount of time that staff will need to monitor the process.  It also aligns with the broader objective of enhancing the quality of tools for tracking and communication. 

Who is the target audience? 

The Controller’s Office’s Auxiliary Services, Treasury, Accounts Payable, and all selling/buying FSU departments. 

Where are we?  

The first run of the Automated Bill Cycle occurred 5/20/25. The Automated Bill Cycle run time was less than two hours, reducing processing time by more than 30 total hours. 

This successful automation marks a major step toward greater efficiency and modernization at FSU. By streamlining the Bill Cycle, ITS is freeing up valuable time and resources for departments across campus.