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:
Hospitality and Gifts
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.
Invoice Approval Process
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 invoice has a PO number, forward the email to email@example.com and state “approved” in the body. There is no need to include chartfields as they are already specified on the Purchase Order. Any special payment instructions should also be provided if needed.
PO# Unknown or Direct Payment Request: If the PO number is unknown, forward the PO number, or, for direct payment, the complete chartfield string and department reference number. Email all invoice approvals to firstname.lastname@example.org. For direct payment requests, be certain to include any other required documentation and forms (Hospitality, Gift Expense, etc).
The cardholder must reconcile and validate all transactions each month and obtain approval within specified timeframes referenced in the table below. Approved statements must be uploaded to PeopleSoft prior to the end of the reallocation period.
|Month / Year||Cycle Close Dates*||Reallocation Period Begins||Reallocation Period Ends & Statement Upload Deadline||Total # of Bus. Days for Reallocation Period|
|Jul 2020||Mon 07/20/20||07/21/20||07/28/20||6|
|Aug 2020||Thurs 08/20/20||08/21/20||08/28/20||6|
|Sep 2020||Mon 09/21/20||09/22/20||09/29/20||6|
|Oct 2020||Tue 10/20/20||10/21/20||10/28/20||6|
|Nov 2020||Fri 11/20/20||11/23/20||12/02/20||6|
|Dec 2020||Mon 12/21/20||12/22/20||01/08/21||8|
|Jan 2021||Wed 01/20/21||01/21/21||01/28/21||6|
|Feb 2021||Mon 02/22/21||02/23/21||03/01/21||5|
|Mar 2021||Mon 03/22/21||03/23/21||03/30/21||6|
|Apr 2021||Tue 04/20/21||04/21/21||04/28/21||6|
|May 2021||Thu 05/20/21||05/21/21||05/28/21||6|
|Jun 2021||Mon 06/21/21||06/22/21||06/29/21||6|
*Cycle Close date is normally the 20th of the month @ 11:59 PM CT if the date falls on weekend or holiday the account will cycle the following business day.