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University Accounts Payable

I would like to put some wording here about the Accounts Payable department.

Accounting

General Information 

Payment requests are requests from departments to pay a vendor invoice, or reimburse an employee for a valid business expense. Payment Requests can be initiated as a Purchase Order, Travel request, Hospitality Request, or Direct Payment request. We ask that all payment requests be processed through CSUBUY or CONCUR.

Personal Card Usage: Employees are strongly encouraged to avoid using personal cards for purchases.

Emergency Virtual Cards: In emergency situations, instant virtual cards may be issued by Card Services (BSS); please confirm eligibility for an instant card before resorting to a personal card.

Reconciliation and Audit: All card purchases will be reconciled and audited in Concur to ensure a valid business purpose. The Controller's Office (CO) will utilize AI to assist in selecting transactions for testing.

For submission of payment requests through Adobe forms and workflows: All approved invoices, payment requests or reimbursement requests need to be submitted accurately and with supporting documentation, 15-20 working days in advance of payment, as issuance of payment is dependent on workload and must meet Net 30 days payment terms.

For submission through of payment requests through CSUBUY P2P: Requestors can track the status the request all the way from the beginning of the request to payment of the invoice. Submissions through CSUBUY P2P are preferred by the accounts payable team and usually have a faster processing time.

PLEASE NOTE: Effective April 1, 2026, all payment requests (purchase order, direct pay or personal reimbursement), PO exception request and hospitality justification/request will no longer be submitted through Adobe forms and workflows. 

CSUBUY P2P

CSUBUY P2P should be used for all vendor payments; vendors in the CSUBUY Marketplace are preferred vendors.

More Info
A tabletop view of printed financial documents and colorful pie charts beneath a calculator during budget review at CSUMB’s Finance Department.

CONCUR

CONCUR should be used for all employee reimbursements, travel requests and hospitality requests.

More Info
Two students walking outside on both sides of the director as the director speaks to them.

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Employees are able to receive electronic payment for reimbursements, see the instructions on the Direct Deposit (Non-Payroll) web page.

SUPPORT DOCUMENTATION TO ATTACH TO INVOICES (as applicable)

 

 

  • List the related purchase order number and chartstring of voucher.  The chartstring needs to be the same as the PO and amount not over the PO amount or PO balance remaining
  • Attach authorized MOUs, service agreements and contracts as related
  • For software purchases require maintenance and service agreements
  • Rental agreements
  • Itemized original receipts if requesting reimbursement
  • Group payments need a listing of the attendees (a signed listing of attendees is preferred), announcement stating when and where it was held and why there was a group function. There also needs to be a description of the event
  • Credit memos - if reducing payment on an invoice by the amount of a credit memo
  •  PO Exception Notice (submitted through Concur) agreement with Procurement if not following payment matrix
  • Memberships/subscriptions and dues need to be in the name of the University and the title of the individual receiving them. Provide dates the membership/subscription is covered
  • Invoices for advertising require the tear sheets be attached
  • Moving relocation contract
  • Explanation of stipends
  • Justification of purchases that are not usually permitted i.e. over dollar limits, etc
  • *Computations on taxation: i.e. sales tax and use tax (on goods), State and Federal withholdings (on services) and tax exemptions (State and Federal)

*If planning to do business with a foreign vendor, non-resident alien (NRA), you need to contact Procurement prior to doing business. It takes awhile, at least 30 working days, to get all the tax forms from the vendor for review. Once a determination is made, it is either denied or set up in the system (CFS) any applicable tax reporting and withholdings. The foreign vendor will need to be advised of possible tax withholding in the contract and notified of the tax form requirements. See the Tax Website.

For information see Accounts Payable Checklist for End Users

 

Departments must first acquire permission from the Associate University Controller to purchase gift cards and provide the purpose of the purchase. Since the purchase of gift cards are restricted and only permitted under certain circumstances, the Accounting Department needs to review that the purchase is appropriate for the purpose prior to doing such.

Gift Card Procedure (4/1/22)

Gift Card Certification Form

Gift Card Distribution Log

The purchase of stamps is restricted and requires approval by the Director Procurement and Contract Service. The Mail Room may have other options available than buying postage stamps.