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Frequently Asked Questions

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.

 

Direct Pay and Hospitality Worksheet – Frequently Asked Questions

My Direct Pay form or Hospitality Worksheet requires President Morales approval, is there any additional documentation I should be submitting with the request?

Yes, please include the Vice President signature request sheet for President Morales in the attachments. The President's Office will not review the request if this is not attached.

Do I need to attach an attendee/invited guest list to the Hospitality Worksheet?

Yes. Please attach an invited guest list at the pre-approval stage. For Hospitality, we request an invited guest list rather than an attendee list because actual attendance often varies. You may also include the invited guest list with the Direct Pay submission. For example, if 300 guests are invited and meals are purchased accordingly but only 250 attend, the invited list documents the planned headcount and explains the purchase quantity.

My DOA approver is the host or an invited guest of the hospitality event or meeting, why is my request being rejected?

Under CSU and CSUSB delegation of authority and standard accounting principles, individuals cannot approve their own benefit. This means that if the designated approver is also participating in a hospitality event (for example, attending a meal, reception, or program), they may not act as the approving authority. In these cases, the approval must be escalated to the next higher-level authority with appropriate delegation of authority.

This principle applies at all levels, including executives and deans. Even if an executive is acting as the official host of the event, their participation means they are receiving a benefit, and therefore they cannot approve the related expenses. Approval must come from the next higher authority to maintain compliance with CSU policy and preserve separation of duties.

Our recent audit emphasized this requirement, noting that in three instances, expenditures were either approved by the executive who incurred the expense or by a subordinate. Both situations are prohibited by the CSU Hospitality Policy, even though the expenses themselves appeared to be for legitimate university-related business activities.

In simple terms: if you are attending, you are benefiting — and you cannot approve it. Approval must move up to the next level. This ensures accountability, compliance, and protection for both the individual and the university.

How do I cancel a Hospitality Worksheet after it’s been submitted?

You have two options:

  1. Ask an approver to deny/return the request in the system.
  2. Contact Accounts Payable at 909-537-5155 and request a cancellation.
    • Please have the worksheet number ready and a brief reason for the cancellation. AP will note your explanation and cancel the request.

If you need to submit a similar request afterward, use “Copy to New Form” to quickly create a new worksheet with the same details.

I forgot to attach my supporting documents. What should I do?

Option 1 — Ask an approver to deny/return the request in the system. Navigate to the previously submitted form using the link provided in the submission email. Then use Copy to New Form button, attach the missing documents, and resubmit.

Option 2 — Contact Accounts Payable at 909-537-5155 and request a cancellation. Have the Direct Pay or Hospitality Worksheet number ready and a brief reason. AP will note it and cancel the request. Navigate to the previously submitted form using the link provided in the submission email. Then use Copy to New Form, attach the missing documents, and resubmit.

My colleague forwarded their submission confirmation email and asked me to approve the request, but the link doesn’t show any approval options. Why?

The submission confirmation email is for the submitter only—it doesn’t include approver permissions. Approvers receive a separate email with the subject “Approval Request” that contains the proper link to approve/return the form. Look for an email to you with subject “Approval Request …” and use that link.

I’m submitting a Direct Pay for “Hospitality – Direct Pay to Vendor” and got this error on the Applicable Payment Type & Justification tab:
“The expense allocations for this form exceed the allowable threshold for this business unit. A Direct Pay form is not applicable for this purchase. Please submit a PO requisition and attach supporting documentation and the Hospitality Worksheet.” What does this mean?

The expense allocations total exceeds the business unit’s PO threshold for hospitality purchases from non-Campus Catering (Chartwells) or vendors not on the approved list. When that happens, Direct Pay is disabled—you must submit a PO requisition and attach your approved Hospitality Worksheet and supporting documents. Payment will need to be made to the vendor using a purchase order.

PO thresholds (Hospitality):

SBCMP / SBPHL: over $250 → PO required

SBSUN: over $5,000 → PO required

SBFDN / SBASI: over $10,000 → PO required

If you’re using Campus Catering (Chartwells) or a vendor on the approved list and your total is under the threshold for your business unit, Direct Pay may be used. For payments to Chartwells, please use the Hospitality - Direct Pay to On-Campus Dining (Chartwells) payment type.
Note: Don’t split a purchase to bypass the threshold.

Can I split expense allocations across different business units on the same form?

No. Submit one form per business unit (BU). Each BU has its own built-in rules (routing, thresholds, documentation, and approvals). Mixing BUs on a single Direct Pay or Hospitality Worksheet will cause errors and delays.

What to do instead:

  • Create a separate form for each BU with the correct expense allocations and payment type.
  • Attach the required backup to each submission.
  • If one invoice needs to be shared across BUs, note the split on the Direct Pay form or Hospitality Worksheet and submit multiple forms for the respective amounts. If you’re unsure how to split, contact Accounts Payable for guidance.