Accounts Payable is responsible for processing payments to vendors and employees in a timely, accurate, and efficient manner in order to facilitate and support the University’s goals and objectives.
Services provided by Accounts Payable include:
- Supplier Payments and Analysis
- Travel Claim Reimbursement
- Supplier Profiles and Updates
CSU Long Beach pays or reimburses for travel related expenses that are ordinary, reasonable, not extravagant, and necessary to conduct official University business. All expense reimbursements and business travel arrangements must comply with University procedures, prudent accounting practices, and applicable collective bargaining agreements:
The policies apply to all hospitality expenses, awards and non-cash gift expenses incurred by the University, the Foundation, The Forty Niner Shops and Associated Students Inc.
Accounts Payable Invoice Approval Process
When Accounts Payable receives an invoice from a supplier/vendor, an AP Tech will enter a voucher into CFS PeopleSoft. If, at the time of data entry, the invoice references a Purchase Order number, the voucher is associated or linked to the related PO in CFS. If a department receives an invoice directly from the supplier, the invoice is given to Accounts Payable for processing.
Invoices for goods that have been flagged as received by the Receiving Department are paid without any additional action by the requesting department. Invoices for services require approval by the appropriate administrator for the requesting department to verify that the services were satisfactorily rendered.
When Accounts Payable requires approval for an invoice, they will use the CFS Notify process to communicate with the appropriate administrator. The email will look similar to the following example (exact content may vary dependent on whether or not the purchase order number has been provided).
Actions to Approve Invoice
PO#: If the vendor invoice has a Purchase Order number, stamp the invoice with the Accounts Payable approval stamp, add the PO number, and have both a Requester and Approver e-sign. Then send the single PDF file to email@example.com. Any special payment instructions (e.g. Finalize PO with payment) should also be provided if needed.
PO# Receiving Required (3 Way PO): Occasionally goods are shipped directly to a Campus Department and not to the Receiving dock when Receiving is Required by a Purchase Order. In these instances, the Department must email Receiving and request that the received items for a specific Purchase Order number be received formally within the PeopleSoft system. A receipt number will be provided to the Department. Once the items have been flagged as received in PeopleSoft Accounts Payable can proceed with payment.
Direct Payment Request:
Vendor payments with an invoice - Stamp the invoice with the Accounts Payable approval stamp, complete the chartfield string, department reference number, and have both the Requester and Approver e-sign.
Employee/Student Reimbursements - Complete the Direct Payment Request form. The employee/student must sign the Direct Payment Request form for reimbursements and all necessary receipts should be attached. Some Direct Payments may require special forms in lieu of the Direct Payment form (e.g., Hospitality, Gift and Awards form, etc). Once all is completed and approved, email the single PDF file to firstname.lastname@example.org .
Important Note: Approval Email Subject Line Format
When sending approved invoices or payment requests to Accounts Payable be certain to follow the below email subject line format.
- Business Unit – Vendor/Employee/Student Name – Invoice Number (if applicable) – PO Number (if applicable)
For all transactions that will lead to a Supplier payment by the University, the Supplier must have the appropriate tax forms on file with the Accounts Payable department. The Supplier’s U.S. and California State residency status will determine the type of tax forms required.
For all U. S. based entities or individuals, a Supplier 204 form is required. Depending on both the company’s status with the state of California and the type of transaction, supplemental State tax forms may be required as well. The DocuSign 204 form will guide the Supplier through the process. The DocuSign 204 form must be initiated by a Campus employee and can be found on the Forms page behind SSO along with the instructions.
For any Supplier who declares that the company is a foreign entity and does not have U.S. Tax ID, an IRS W8 form will replace the Supplier 204 form. When goods and/or services are being acquired from a foreign entity, contact the Tax Services department for further assistance.