Accounts Payable (AP) is the central unit within Corporate Financial Services that provides disbursement of non-payroll expenditures for the campus community, excluding vendor payments for the hospitals.
For key policies related to payment of invoices through AP, see Related Information.
|Accounts Payable Forms & Instructions||Listing of the forms related to Accounts Payable and a summary of when to use each form|
|Advance Payments||Information regarding the policies and procedures for advance payments|
|BruinBuy Change Orders||Information on when and how to process change orders in BruinBuy.|
|Event-Related Expenses||Matrix of which class of order to use for the various event-related expenditures.|
|Fiscal Close Procedures||Provides a copy of the Accounts Payable Fiscal Close letter as well as detailed explanations of various fiscal close procedures.|
|Foreign Wire Transfers||Describes situations in which it is appropriate to request a wire transfer and how to submit a request.|
H1-B Visa Processing (Immigration Fees)
|Instructions on how to submit documentation to pay immigration fee-related costs directly to the United States Citizenship and Immigration Services (USCIS) and to legal counsel. Need to work in conjunction with the Dashew Center for International Students & Scholars.|
|Hold & Incomplete (H&I) Hold-Reason Codes (PDF)||Listing of all H&I hold-reason codes for BruinBuy transactions.|
|How to Reduce Payment Delays to Vendors & Employees||Information on how to submit a stop payment request and how to verify if a new payment was made.|
|How to Stop Payments & Cancel Checks||Information on how to submit a stop payment request and how to verify if a new payment was made.|
|Invoice & Purchase Order Troubleshooting||Common hold reason codes seen on "Hold and Incomplete" (H & I) Reports in BruinBuy and how to resolve the purchase order.|
|Invoice Processing by Accounts Payable||General overview of how invoices are processed in AP.|
|One Time Payee (PDF)||Provides information on how and when to process a one time payee purchase order.|
|Petty Cash Replenishment||Information on how to submit a petty cash replenishment. For information on how to open or close a petty cash account, please see the related link.|
|Postage Guidelines||Information on the University's policy on postage stamp purchases and reimbursements|
|Reimbursements||Information on how to submit non-entertainment and entertainment reimbursement requests including the types of supporting documentation that is needed.|
|Releasing Encumbrances & Memo Liens||Definitions of encumbrances and memo liens as well as information on how to release each.|
|Sales & Use Tax for UC Purchasers||Description of the University's responsibility as a purchaser to remit use tax to the state if sales tax has not been assessed at the time of the purchase.|
|Vendor Setup Request Format (PDF)||Information on the correct vendor setup format (e.g., punctuation, abbreviations, etc.) when submitting a request for a new vendor or change in location of an existing vendor. No acronyms should be used in the vendor name.|
|Vendors Required to Submit W-9||Outlines an additional step to be taken when establishing new vendors in the BruinBuy system. Now a signed W-9 form is required.|
See Accounts Payable Service Standard for details on invoice payment turnaround times and on submitting invoices to AP. For a listing of the official UC Business and Finance Bulletins published by the Universitywide Policy Office, see Finance-Related Policies.