Accounts Payable
Location: Printshop West
Hours: 8:30 a.m. - 5:00 p.m., Monday - Thursday, 8:30 a.m. - 4:00 p.m. Friday
Phone: (619) 260-4732
Fax: (619) 260-4191
General Information
Accounts Payable endeavors to serve the University's goals and objectives by processing payments in an efficient manner. It pays all of the University's financial obligations, with the exception of payroll salaries.
Payment Schedule
Accounts Payable prints checks every Monday, Wednesday and Friday. Checks are usually mailed on the issuance date, although payments over $10,000 require a second signature and may be slightly delayed as a result. Note that checks cannot be sent via intra-campus mail, but may under special circumstances be picked up at the Cashier's office after 1:00 pm . Please allow a minimum of 3 to 5 business days for payment to be processed.
Payments to Suppliers
Generally, invoices totaling $1000 or more require that an approved electronic purchase requisition be submitted beforehand through the Oracle system. Hotel bills, dues, subscriptions, and invoices less than $1000 do not require a requisition, and can be paid using a check request form.
Payments to suppliers are made according to the payment terms indicated on the invoice. If terms are not specified, the invoice will be paid Net 30.
Payments to Individuals
Expense Reimbursements: Reimbursements can be made for business-related expenses only. The payee's home address is required on every request. Individuals with a campus email address will receive electronic notification when the reimbursement check has been processed.
Advances: Advances may be issued only to individuals who are listed as active employees of the University. The employee is required to submit receipts supporting the expense within ten days of returning from travel, or upon receipt of items purchased.
Per Diems: The University has no campus-wide provision for per diem expenses; however, some departments and groups have arranged through the Accounting Office for such a procedure in order to simplify and expedite the record keeping for their programs. Such groups include: athletic teams, Moot Court competitors, Choral Scholars, and other student groups who may have occasion to travel on University business. Expense reports must be submitted to Procurement Services at the completion of travel. Groups desiring to utilize a per diem allowance method of expense reimbursement should contact the Accounting Office to determine its usefulness and procedure to be followed in its implementation.
Tax Information
1099 Transactions: Whenever the University pays a third-party for rentals or services, Procurement must report the payment to the IRS as a 1099 transaction. If your department is paying an individual or supplier for services rendered, please be sure to provide the payee's Tax ID or Social Security number. Common examples of 1099 items include: equipment rentals, repairs of office equipment, and stipends (for non-USD employees).
Sales Tax: Suppliers will usually include sales tax on their invoices. However, if a supplier does not charge sales tax and the item is considered taxable under state guidelines, Procurement is required by law to pay the State of California directly. Your department will be charged for the amount of the invoice plus sales tax.
