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.
| Topic | Description |
|---|---|
| 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.
