Accounts Payable

Accounts Payable

Open Lab

Open Lab for Accounts Payable/Invoices allows Campus Customers to ask questions and get answers from the Payment Services team in real-time. Campus Customers can come in and out of the Open Lab as their schedule permits. 

Open Labs are on Thursday from 10:00 am to 11:00 am

  • Please refer to Transitioning to P2P - A Comprehensive Guide for instructions and guidance on purchasing goods and services through ÂãÁÄÖ±²¥uy (P2P). The Payment Matrix below is for all payments made outside of P2P. 

                                                                    Accounts Payable Payment Matrix 

Direct Pay (manual form) Purchase Order (PO) (P2P) Purchase Order (PO) (CFS) ProCard 
  • Faculty, staff and student reimbursements (non-travel) and payments to individuals and companies that should not be on a PO
  • Attorney Fees (non-contractual)
    • Settlements (requires HR or Provost pre-approval)
  • All employee and student reimbursement for non-travel
  • Employee and student reimbursements more than $50.00 (non-travel or hospitality)
  • Refunds 
  • Taxes
  • International wires
  • Invoices/requests that contain confidential information
  • Invoices for completed POs should be attached by the requestor in P2P if sent directly to them by the supplier.

QRG - Attaching an Invoice - Requestor 

  • All invoices sent directly to accounts_payable@csub.edu by the supplier will be attached to the PO by Payment Services
  • Any PO with services will require a 2-way match (voucher approval) by the requestor

QRG - Voucher Approval 

QRG- Voucher Payment Status

  • POs for goods will be received by Distribution Services

These POs should be rare and are from multi-year agreements already entered in CFS (before P2P went live) 

  • Please ensure your PO is still open 
  • Confirm your PO is noted on your invoice, if the supplier did not provide it, add your PO
  • Route your PO for the appropriate approval signatures via Adobe Sign. 
  • Add Payment Services last in Adobe Sign as the "Acceptor" 
  • Advertisements and display advertising (non-contractual)
    • including faculty recruitment (Provost pre-approval required)
  • Books (ÂãÁÄÖ±²¥ Bookstore if for a class) 
  • Conference/seminar/registration fees
  • CSU/ÂãÁÄÖ±²¥ branded logo/promotional items pre-approval from Marketing & Communications and Print Shop Waiver required)
  • Memberships
  • Subscriptions to publications 
  • Awards & participation incentive
  • Aramark catering 
  • Low-dollar miscellaneous supplies 
  • Gift cards (pre-approval required) 

P2P Videos 

Petty Cash

  • Reimbursement requests for <$50.00 must be sumbitted to the Cashier's Office on a Petty Cash Form. Reimbursements for food and beverage cannot be submitted via petty cash regardless of the amount. 
    • ASI-sanctioned clubs may submit food and beverage petty cash expenses. 

Student Payments 

All student payments must go through the Financial Aid Office, unless:

  • A reimbursement of an expense 
  • The student invoices ÂãÁÄÖ±²¥ as part of a business they own. 
  • The payment meets the Internal Revenue Service (IRS) definition of de minimum ($100 or less). 

In order to receive payments, students must complete the Vendor Data Record 204 Form

International Wire Transfers 

The receiving payee and bank must provide the following information for a wire payment to be sent: 

1.       Bank name

2.       Branch address

3.       Bank account name for the beneficiary

4.       Beneficiary address

5.       IBAN (International Bank Account Number)

6.       SWIFT or BIC code (used to identify banks and financial institutions worldwide)

7.       IRC (International Routing Code) – If required

8.       Other pertinent information, i.e., invoice number, student name, etc.

Please note that a wire cannot be processed for someone other than the payee on the form (secondary beneficiary).

If your invoice has a secondary beneficiary or you cannot provide all the required information, please select one of the options below.

1.       Pay via ProCard. Consult the ProCard Handbook or contact procard@csub.edu if you have questions on prohibited items.

  1.    ProCard payments are subject to a 2.5% international transaction fee.

2.       Submit a manual Direct Pay (DP) (do not submit via P2P). Payment Services will cut a paper check. The Chartfield(s) on your DP will be charged to send the check to USPS. UPS or FedEx International (tracked) mail. Payment Services will coordinate with Distribution Services to mail your check.

 

CONTACT US

Email: accounts_payable@csub.edu

HOW ARE WE DOING?

We'd like to hear from you! Please complete the Payment Services Feedback Form and let us know about your experience.