Financial Policies

CHAPTER 2:

External Clients Policy

External clients are all non-student and non-guest persons or institutions who come to the University to get some kind of service that is not sponsored by AUI.

After receiving any verbal request from any client, there are few steps to follow to avoid any confusion:

1. Inform Communication and Development department to make sure that there is no bottleneck, and that the University is ready to host the client concerned.
2. Inform the Student Affairs department to make sure that there is enough room to accommodate the clients and provide the restaurant services required.
3. Once the number of customers and the prices are specified, a proforma invoice is prepared by the business office, approved by the events coordinator and sent to the institution concerned to require the corresponding written order (bon de commande).
4. No external client should be accepted on campus if a clear and official order is not placed and handed to the business office Director.
5. Before the clients leave the University, a delivery report must be signed by an officer representing the client on campus. The delivery report must be in total accordance with the "bon de commande". If there is any modification, it must be specified in an addendum (avenant) or complementary order.
6. The business Office is instructed not to prepare any invoice if there is no preliminary order and delivery report.
7. In the event of a long-term agreement, the contract should be signed by the appropriate authorities and registered at the service of the rights of recording and of the stamp. This type of contract must specify the nature of the service, the prices and the methods of payment. In any case, a delivery order of the received services must be signed by the representative of the institution which placed the order.