Accounts Payable Forms & Instructions
Select the appropriate Accounts Payable (AP) form for use.
Used by departments to request payment when an actual invoice cannot be provided by a vendor.
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
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.
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.
|Complete and submit the form to AP for replenishment of petty cash funds (PCF). Establishments and closures should be directed to General Accounting.|
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-MISC / INT Tax Request Form (PDF)|
1099-MISC forms are issued to vendors, non-employees, and independent contractors who are paid $600 or more per calendar year for services and/or more than $10 in royalty payments. This form is valid only for residents of the United States.
1099-INT forms are issued by UCLA to report tax-exempt interest paid in excess of $10 on leased equipment.
Both forms are mailed out by January 31 following the year in which the services were performed. To request a copy of the form after February 15, complete the 1099-MISC/INT Request Form and submit to AP as indicated.
|592B Tax Request Form (PDF)|
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. These individuals are not employees.
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 to non-employees of the University by January 31 following the year in which services are performed.
To request a copy of this form after February 15, submit the 592B Tax Request form and submit to AP as indicated.
|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.