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Direct Pay

Announcement: Direct Pay Form Transitioning to Payment Request Form

The Direct Pay form in Cherwell is transitioning to a new Payment Request form in Optimize. The new Payment Request form is scheduled to launch on November 9, 2026.

New requests may be submitted through the Direct Pay form in Cherwell through November 8, 2026. Beginning November 9, all new requests must be submitted using the Payment Request form in Optimize. Requests previously submitted in Cherwell will continue to be reviewed and processed. However, if a previously submitted request is incomplete and returned, it must be resubmitted using the new Payment Request form in Optimize.

Transition and Training Schedule

DateActivity
November 3, 2026Virtual training sessions begin
November 3–24, 2026Virtual training sessions will be held Tuesdays at 11:00 a.m. and Thursdays at 2:00 p.m.
November 8, 2026Last day to submit new requests using the Direct Pay form in Cherwell
November 9, 2026Payment Request form launches in Optimize. All new requests must be submitted using the new form.
November 9–30, 2026Weekly open question sessions will be available with Accounts Payable
December 2026Cherwell is scheduled to be decommissioned. Existing requests must be resolved before decommissioning.

There will be no training session on Thursday, November 26, because the University will be closed in observance of the Thanksgiving holiday.

The Staff Development Center will provide registration information for the virtual training sessions in an email to the campus. The schedule and meeting link for the training and open question sessions will also be posted on the Payment Request webpage. The webpage will include guides and other helpful resources to support the transition.

Direct Pay

Direct Payments are payments made against a department’s account for those expenses that do not require a purchase order AND when a Universal Card/ProCard is not accepted by the vendor.
 
Please see the list of eligible items and restrictions below PRIOR to committing your department to a purchase or submitting a Direct Pay request to Accounts Payable.
 
Please ALWAYS use your Universal Card, when allowable, as the first option to pay for these items. It is more cost effective and quicker to use a Universal Card 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 Direct Pay.
 
Eligible direct pay items are included in the Direct Pay Matrix shown below. This list specifies when a Direct Pay form can be used.
 
Payments to new vendors may be delayed or denied until a properly completed Payee Data Record (Form 204) is received by Accounts Payable from the vendor.
 
If a document (e.g. order form, application, etc.) needs to be sent with the check, a comment must specify this requirement on the Direct Pay request. It is the responsibility of the ordering department to accurately complete and/or update order forms/applications because it will be mailed with payment to the vendor address shown on the document.
 
All invoices/order forms/applications must identify the University or it’s auxiliaries as the bill to party, the University address as the delivery address, and reference the contact name/department responsible for placing the order. It is the sole responsibility of the requesting department to ensure all information necessary for proper delivery of items is provided the vendor on the order form.
 
Any problem resolution regarding the order is the requesting department's responsibility.
 
Unapproved, non-qualifying, or incomplete Direct Pay requests will be returned to the originating department along with an explanation of why the request was denied.

Direct Pay Workflow

direct pay workflow diagram-- explained below

  1. Department request
  2. Requestor completes Direct Pay Form
  3. Requestor uploads supporting documents
  4. Requestor submits Direct Pay Form
  5. Was it approved within 14 days?
    1. If yes, continue to (6)
    2. If no, the Direct Pay Request is returned to requestor, and the process must start from the beginning
  6. Accounts Payable review
  7. Was it approved by Accounts Payable?
    1. If yes, continue to (8)
    2. If no, the Direct Pay Request is returned to requestor, and the process must start from the beginning
  8. Voucher entry in Common Financial System by Accounts Payable
  9. Payment issued by Accounts Payable

Direct Pay Training

Direct Pay Demonstration & Hospitality Worksheet Trainings

Trainings are typically scheduled twice a month. The Staff Development & Enrichment sends out emails on CAMPUS with the dates/times and registration information. All Sessions will be offered in a HYBRID modality. Register via CSULearn by searching in the library, or with direct link. 

For questions and/or accommodations please the Staff Development & Enrichment at x73125 or sde@csusb.edu. Accommodation requests must be received at least 72 business hours prior to event.

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