Accounts Payable Forms & Instructions

Select the appropriate Accounts Payable (AP) form for use. 


Form Description

Check Request Form (Excel)

Used by departments to request payment when an actual invoice cannot be provided by a vendor.

Electronic Funds Transfer (EFT) Authorization (PDF)

Electronic Funds Transfer (EFT) is the automatic deposit of funds directly into a vendor's bank account. Vendors may sign up for EFT by completing the UCLA EFT Authorization Form. Please attach a voided check to the form, and mail it to the Accounts Payable (AP) address listed on the form. 

Note: A One-Time Payee cannot be set up for EFT payments.

Foreign Wire Transfer Request (PDF)

International wire transfers are a payment mechanism used for certain foreign vendors. The department should complete the Foreign Wire Transfer Request Form and forward the original to AP. Wire transfers are processed daily by 10 a.m. after internal approvals are obtained. The recipient's bank should receive payment within five business days.

Invoice Correction Notice (PDF)

Used to correct (adjust) the amount of an invoice. The department submits a copy of this form and the original invoice to AP in lieu of a corrected invoice from the vendor. 

Petty Cash Replenishment Request (Excel)

Complete and submit the form to AP for replenishment of petty cash funds (PCF). Establishments and closures should be directed to General Accounting.

Request For Stop Payment / Cancellation of Vendor Check (PDF)

Allows non-received, expired and lost checks to be cancelled and potentially reissued. The department faxes the completed form to AP. The process takes three to five business days. 

See How to Stop Payment & Cancel Checks for more information.

W-9 Form - Request for a Taxpayer Identification Number (TIN) and Certification (PDF)  

This form is used by campus departments requesting information to either pay a vendor or set up a vendor or individual in our vendor database for payment. It allows a department to verify the vendor's Taxpayer Identification Number, address and certification. The vendor can directly fax this form to Accounts Payable or the department can fax it to AP with the vendor queue number on the form.

1099 & 592B Request Form

1099 & 592B Correction Form

Tax forms are issued by UCLA and mailed out by January 31 following the year in which the payment was issued.

To request a copy or correction of the tax forms listed below, please complete the corresponding form and submit to AP as indicated.

1099-MISC, Miscellaneous Income

At least $10 in royalties or at least $600 in: Rents, Prizes and awards, Other income payments.

Form 1099-NEC is used to report non-employee compensation of $600 or more for the year. Non-employees include freelancers, independent contractors, small businesses, and professionals who provide services. The compensation being reported must be for services for a trade or business.

Form 592B is filed with the California Franchise Tax Board to report taxable income which is subject to withholding for the year on all UCLA payments made to nonresidents of California.

A 7% tax is withheld from all payments for services in excess of $1,500 per calendar year performed in California by non-residents of California, per the Franchise Tax Board. The 592B Tax form is mailed out by January 31 following the year in which services are performed.

590 Withholding Exemption Certificate (Fill-in Form) (PDF)

Form 590 – Withholding Exemption Certificate is the California State form to exempt a non-California resident vendor from having state taxes withheld. The vendor completes and submits this form to AP if the vendor is a valid California business.