PAYMENT OF INVOICES

Submittal
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 number is identified on the invoice.

Invoices must be addressed to the University, include the vendor name, remittance address, identify the purchase order number, and must be itemized.

Payment
Invoices are paid in arrears, whether they be for goods or services.

Whenever possible, preference will be given to invoices offering a discount. Final determination as to whether the discount will be taken rests with the Accounts Payable Office.

Vendors calling Accounts Payable inquiring about payment status of an invoice should be prepared to provide the following information: purchase order number; invoice number; and invoice amount.

Freight Charges
As required by the State of California, all freight charges of $50.00 and over must be supported by a copy of the actual freight bill. Payment of freight charges will be withheld until the proper documentation is provided.

Tax Information
A Payee Data Record Form (Form 204) must be completed and filed with Accounts Payable by all payees doing business with the University. This form documents such information as your federal identification number and type of business for tax reporting purposes. Failure to submit a completed form will result in delays in payment and/or federal backup withholding being deducted from the payment.Payee Data Records Form

Notice of Service Performed
Invoices for some service 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 the original invoice to the department with a request that an NSP be completed certifying the services have been satisfactorily provided and invoice is approved for payment. This paperwork must be returned to Accounts Payable for processing.

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