An important message to our vendors:
We appreciate your partnership, particularly during this most critical time. We want to reassure all our vendors and stakeholders that we are continuing to issue payments for goods and services provided to the University.
After careful consideration of the rapidly changing guidance the California State University San Bernardino (CSUSB) received from the California State University Chancellor’s Office, along with federal, state, and local health officials, CSUSB implemented new level of campus operations to respond to the novel coronavirus (COVID-19) outbreak.
At the close of business, Friday, March 20. 2020, we will temporarily be operating as “essential services only” for on-campus operations. As such, the Accounts Payable Department team will be working remotely, therefore our response time to questions or concerns may be slightly delayed. Rest assured that we are working diligently to issue payments weekly, without interruption to our vendor community.
If you have an urgent concern, please email us directly at the following: firstname.lastname@example.org
We will respond as quickly as possible to address your questions or concerns. We appreciate your understanding during these uncertain times. Thank you.
We encourage vendors to sign up for payment via ACH.
The Vendor Guide to Invoicing provides detailed instructions on how to prepare the invoice, where to send the invoice, and includes a sample invoice for reference.
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 ensure the purchase order is referenced on the invoice.
Invoices must be addressed to the University, include the vendor name, remitting address, identify the purchase order number, and must be itemized.
Invoices may be submitted via email to email@example.com or mailed to:
CSU, San Bernardino
Attn: Accounts Payable, SH 105
5500 University Parkway
San Bernardino, CA 92407
The University is subject to California sales and use tax. Vendors are expected to charge the appropriate sales tax for any taxable items/services. For purchases made from out of state vendors that do not collect California sales tax, the University self-assesses the required tax and reports it the CA Department of Tax and Fee Administration as required.
As required by the State of California, all freight charges of more than $50.00 must be supported by a copy of the actual freight bill. Payment of freight charges will be withheld until the proper documentation is provided.
A Payee Data Record Form (STD Form 204) must be completed and filed with Accounts Payable by all payees doing business with the University. This form documents a payee's federal identification number and other required information in order to determine the tax reportability of any payments. Failure to submit a completed form will result in delays in payment and/or federal backup withholding being deducted from the payment.
Notice of Service Performed (NSP)
Invoices for some service and maintenance contracts may require a Notice of Service Performed (NSP) to be completed by the department that originally placed the order. For these types of invoices, Accounts Payable will send a copy of the invoice to the department with a request that an NSP be completed certifying the services have been satisfactorily provided and the invoice is approved for payment. This paperwork must be returned to Accounts Payable in order for payment to be issued.