Frequently Asked Questions | Account Payable

Frequently Asked Questions - Accounts Payable Department

Which Accounts Payable technician is processing my invoice for payment and who can I follow up with regarding payment status?

Refer to the Accounts Payable Contacts webpage for an up-to-date listing of the Accounts Payable staff and their assignments.

What qualifies as a direct expenditure payment?

Direct expenditures are payments made against a department’s account for those expenses that do not require a purchase order AND when a procurement card is not accepted by the vendor.

Please see the list of eligible items and restrictions PRIOR to committing your department to a purchase or submitting a Direct Expenditure Form (DEF) to Accounts Payable.

Please ALWAYS use your department ProCard as the first option to pay for these items. It is more cost effective and quicker to use a ProCard than it is to process a physical check. Only when a vendor does not accept a credit card payment should a department turn to payment via a DEF.

What is a Payee Data Record form 204?

Payee Data Record Forms are mandatory for all vendors paid by the University. A Payee Data Record Form must be completed before payment can be made. Some of the items provided to CSUSB on the 204 form includes the vendor’s business name, entity type, and taxpayer identification number.

What should I do if I receive an original invoice or credit memo in my department?

All original invoices or credit memos received in any university department need to be IMMEDIATELY forwarded to Accounts Payable Department via email to payables@csusb.edu

When are payments generated?

Payments are generated twice weekly, each Tuesday and Thursday during a standard operating week. This schedule may be modified when necessary during holidays and campus closures. Payments are generated based on terms listed on the Purchase Order.

How are checks disbursed?

All checks are mailed directly from Accounts Payable to the payee. Payments are generally mailed by the same or next day. For extenuating circumstances, campus departments may make arrangements with Accounts Payable to pick up specific checks in Student Financial Services, located in University Hall.

How long does it take for a direct deposit to post to a bank account after it is processed by Accounts Payable?

Accounts Payable will process the direct deposits (day 1) and our campus bank will "settle" the transactions the following business banking day (day 2). The direct deposit may be posted to your bank account as early as the settlement date (day 2) or later, depending on your specific bank. Please check with your bank as to their specific posting procedures/timing.

I expected my reimbursement/payment via direct deposit, but I received a check – what happened?

If this is the first payment via direct deposit, and if any of the information provided is not correct (either on the form or in the system), the bank will reject the payment and Accounts Payable will investigate to take corrective action. In the meantime, it may be necessary to issue a check until the problem is resolved.

If a bank or bank account is changed and Accounts Payable is not notified in a timely manner, the direct deposit may be rejected and it becomes necessary to reimburse via check.

If system (internal or external) problems occur at the time the direct deposit pay cycle is run, it may be necessary to issue payment via check.

How do I acknowledge receipt of items ordered?

The campus department taking physical receipt of the goods must verify receipt of items purchased against a Purchase Order. Accounts Payable is unable to process payment until verification of goods received have been recorded in Peoplesoft by the Receiving Office. To report the items you have received, please contact Receiving via email at receiving@csusb.edu

Provide the purchase order number, indicate which line or lines on the purchase order have been received, and the quantity received for each line. The Receiving Office will use that information to close the purchase order lines which will allow Accounts Payable to process the invoice.

Does CSUSB issue payments in advance, or pre-payments?

No. CSUSB pays all vendors in arrears, or after goods have been received or services have been rendered. Once goods have been received or services have been provided satisfactorily, the campus department will notify Accounts Payable to issue payment.

Are travel expenses taxable for Independent Contractors?

Independent Contractors are considered “vendors” to the University, and as such, should include their travel expenses as part of their invoice for services rendered. All fees billed, including travel expenses, will be entered as 1099 tax reportable to the Independent Contractor at the end of the calendar year.

If an Independent Contractor wishes to be included in the University Accountable Plan, then the department will need to assist the vendor in abiding by the University Travel Policy and in creating a separate travel reimbursement payable to the Independent Contractor. The department will need to prepare a Travel Expense Claim on behalf of the Independent Contractor and include all original itemized receipts. The Independent Contractor’s fee for service will be considered reportable income; the travel reimbursement will be reviewed for possible reportable income.

Under no circumstances will an independent contractor be issued a travel advance

Can Accounts Payable make a payment to CSUSB, ASI, or SMSU using CSUSB, ASI or SMSU funding?

No. Moving funds between CSUSB, ASI, and SMSU is handled through interunit journal transfers in Accounting Services. Please reach out to Accounting Services (909-537-5153) with questions regarding this process. Third Party Contract Billing is the exception to this rule because it is coming from Student Financial Services and they have a separate billing process than Accounting Services.

What components should a proper invoice contain?

A proper invoice should include the word 'invoice,' unique invoice number, the supplier's name and address, the customer's name and address, summary description of services or goods purchased, date of supply, date of the invoice, amount of the individual goods, total amount payable, payment terms, purchase order number (if applicable), and how to pay the invoice.

Can I use State funds to pay for bereavement flowers, card or gifts?

The use of state funds for personal gifts, such as bereavement flowers or other sympathy expressions, is generally prohibited. This restriction stems from the fact that state funds are taxpayer dollars, and as such, they must be used in ways that align with CSU's responsibility to spend public money on items directly related to university business and operations.

While sending flowers in response to a loss may feel appropriate and compassionate, CSU guidelines typically require that such personal or non-business-related gestures be covered through alternative funding sources, such as auxiliary funds or personal contributions, rather than state funds. This policy is in place to avoid any potential misuse or misperception regarding the use of taxpayer resources.