Remember to put your own text here (same as alt text)Accounts Payable is responsible for the issuance of various University payments. Following is a brief outline of some of the more common items processed by our department along with tips to help staff and vendors alike submit proper payment requests.
If a particular situation is not covered below, or you would like more details about anything discussed, contact our office and ask to speak with an accounting technician.
Direct Pay transactions are routine purchases that do not need to go through the normal procurement process. For more information, please see the " Procedures for Direct Payment of Routine Purchases ".
Submittal :
All Direct Pay transactions are to be submitted to Accounts Payable in the following format:
1. Requisition Form - Complete with Vendor Name, Invoice No. (if applicable) and authorized signatures.
2. Vendor Data Record Form (Form 204) - Completed by Vendor, may be facsimile copy, provides correct legal Business/Trade Name, Type of Company and Federal Tax Identification Number (FEIN) and is signed by Officer of the company (usualy Controller).
3. Backup Documentation - This includes invoice, remittance stubs, original receipts, etc.
Payment:
Requisitions will be paid by the date requested provided Accounts Payable receives correct, completed documents in a timely manner. Checks are mailed to Vendors with applicable backup documents unless "CHECK TO BE PICKED UP" is specifically requested in Description area. Please allow a minimum of 5-7 days for processing.
For more information please contact Helen Lee, Accounts Payable Coordinator on extension 2014 or e-mail.
For scanning and/or auditing purposes, we ask that you please do not use the following when submitting your invoices and travel documents to Accounts Payable:
Submittal - All invoices are to be submitted directly to Accounts Payable and must reference the purchase order number issued authorizing the purchase. If a department should receive an invoice from a vendor, the department should immediately forward it to Accounts Payable. Please write the purchase order number on all invoices submitted.
Payment - Invoices are paid according to the terms on the purchase order. The Buyer can negotiate special terms with individual vendors.
Vendors and/or Departments calling Accounts Payable inquiring about payment status of an invoice should be prepared to provide the following information: purchase order number, invoice number, and invoice amount.
Freight Charges - A California State requirement for freight provided by a common carrier with charges of $50.00 or over must be supported by a copy of the actual freight bill. Payment of the freight charge will be withheld until the proper documentation is provided.
Vendor Data Record Information - A Vendor Data Record Form (Form 204) must be completed and filed with Accounts Payable by all vendors doing business with the University. This form documents such information as the federal identification number or SSN number, as well as the type of business for tax reporting purposes. Failure to submit a completed "Vendor Data Record" form will result in delays in payment and/or federal and state backup withholding (38%) being deducted from the payment.
Payments to new vendors may be delayed until a completed Vendor Data Record Form (Form 204) is obtained from the vendor.
Technical Letter HR/Benefits 2006-14 updates tax information relating to moving and relocation expenses.
The Office Max website is http://www.officemaxsolutions.com/html/index.shtml
Please verify your correct profile information, including your e-mail address, phone and fax number. This will be benefial when receiving order confirmations. To do this, please go to "Your Profile", then "Contact Information". Please make any necessary changes to your e-mail, phone or fax number. Then hit "submit".
We wanted to share with you the complete core list of all contracted items with OfficeMax. This list includes the 433 core items that represent the highest usage in prior years. We encourage you to utilize these items whenever possible as they represent the largest discount through the state contract with OfficeMax. All other items available through OfficeMax will be discounted as well, but the biggest savings will be on these core items. When you are on the OfficeMax website, these items are denoted by the following symbol: "C" (an orange C in a box).
Please click on the following to look at the Office Max Core List.
This list will be a helpful reference when searching for basic office products. It includes the product number, product description, unit of measure and our contracted price.
In addition, all recycled items have been noted on the attached list; please purchase these recycled products whenever possible. As a state agency, we are required to purchase and report on certain recycled content products. Any help you can offer when making your office product purchases will be greatly appreciated.
If you have any questions or need further information, please contact Becky Pepping at 909-869-6842 or e-mail her at bapepping.
Petty Cash is available for reimbursement for items purchased up to the amount of $50.00 + tax.
Please complete a State of California Disbursement Voucher form (Std 439 Rev 4-84), attach all original receipts, and present completed form to the Cashiers in the CLA Bldg., Room 98-B1-113 for reimbursement.
Disbursement Vouchers are valid if processed within one month of date of receipt. Receipts over 30 days can be reimbursed by completing a Requisition form (F-252-10) and Travel Expense Claim form (F-262). Please go to our on-line forms page to access the correct claim form. Attach receipts to requisition and claim and forward to Accounts Payable for payment.
