Accounts Payable Department 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.
For comments, suggestions and/or areas of concern, please contact:
Helen Lee - Accounts Payable Coordinator
Nancy Shroyer - Travel
Telephone Number: (909) 869-2029
Margaret Adenihun - A to J Vendors - ON LEAVE
Telephone Number: (909) 869-2018
Nichelle Carter - K to Z Vendors
Telephone Number: (909) 869-2016
Bernadette Jeffries - Direct Pay
Telephone Number: (909) 869-2160
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 going through the regular purchase order procedure are to be submitted directly to Accounts Payable and must reference the purchase order number issued authorizing the purchase. If the invoice qualifies for a direct pay, see the direct pay procedure. 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 will be delayed until a completed Vendor Data Record Form (Form 204) is obtained from the vendor.
FS Letter 2010-01 updated tax information in Attachment A relates to mileage rate for moving expenses.
FS Letter 2009-01 updated information in Attachment B relates to moving and relocation expenses.
Petty Cash is available for reimbursement for items purchased up to the amount of $50.00 + tax and within 30 days of purchase.
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.