Accounts Payable
Frequently Asked Questions
General Information
- Where is Accounts Payable located?
- Why hasn’t my invoice been paid?
- Why are you requesting receipt verification to pay my invoice?
- What is the status of my payment? Can I check invoice/payment status online?
- What is a Payee Data Record (PDR) and where do I get the form?
- I am a small business. Can I be paid immediately?
- Who pays expenditures related to the SDSU Research Foundation? What other auxiliaries or departments process their own Accounts Payable?
- How do I close a PO after the submission of the last invoice?
- Can I pick up checks?
- Can a vendor email invoices to Accounts Payable?
- Can campus personnel e-mail invoices to Accounts Payable?
- How do I fax invoices into Markview?
- Who in Accounts Payable can answer my questions about a particular invoice?
- Can I receive my travel reimbursement payment via direct deposit/EFT instead of a check?
- How do I submit an employee reimbursement request?
- Who do I call with Markview or Oracle technical problems?
- Where do I go for Markview or Oracle training?
- What is the Fiscal Authorization Hierarchy (FAH)?
Travel-Related Information
- Who can answer my travel questions?
- Who is the appropriate authorizing signatory for my T2 (Request for absence from campus) and Travel Expense Claim?
- When should I submit a claim for reimbursement?
- What kinds of expenses are considered non-reimbursable?
- What are the maximum meal reimbursements while I am traveling?
- What is the current mileage reimbursement rate?
- What are the guidelines for driving a vehicle on state business?
- Why is it necessary to include an “Agenda” or “Schedule-at-a-Glance” with my travel claim?
- Is a receipt required for every item on the claim form?
- How are small cash receipts submitted with the claim?
- What kinds of travel expenses can be paid directly by the university?
- What form do I use to request direct payments to vendors?
- How do I request a reimbursement for a candidate for on-campus interview?
- Who is considered a volunteer? How can a volunteer be reimbursed for their travel expenses?
- What is the policy regarding new employee relocation allowances?
- How can I make sure my reimbursement gets mailed to the correct address?
- If I have already set up direct deposit in Human Resources, do I have to do it again in Accounts Payable?
- How can I find out the status of my travel reimbursement?
General Information
Q1: Where is Accounts Payable located?
A: SDSU Accounts Payable is located in the Administration Building, first floor in room AD 116.
Q2: Why hasn’t my invoice been paid?
A: The most common reason that an invoice has not been paid is because Accounts Payable has not received the invoice. Invoices should be sent to the following address:
San Diego State University
Accounts Payable
5500 Campanile Drive, AD116
San Diego, CA 92182-1611
University payment terms are Net 30.
Payment may be delayed if:
- AP does not have a Payee Data Record (STD 204) [PDF] on file
- Goods or services were not received by the Central Receiving
- Accounts Payable has not received approval to pay from the department
- You received a supplier invoices directly at your department. If an invoice was mailed directly to your department approve, sign, and date the invoice and submit the invoice to AP via Markview (see Q12 for questions on faxing an invoice).
Q3: Why are you requesting receipt verification to pay my invoice?
A: AP requests receipt verification when goods or services have not been recorded or received via Central Receiving.
Q4: What is the status of my payment? Can I check invoice/payment status online?
A: Yes. On-campus personnel can check the Oracle Payables system for payment status. See, Oracle Invoice Inquiry Instructions. University staff and suppliers may also call 619-594-0894 with questions regarding payment status.
Q5: What is a Payee Data Record (PDR) and where do I get the form?
A: The Payee Data Record (STD 204) [PDF] is required by the state of California from all individuals and suppliers that do business with San Diego State University. The PDR ensures the university has accurate supplier data information for reporting purposes. Suppliers can mail or fax the completed and signed PDR directly to SDSU Accounts Payable.
Q6: I am a small business. Can I be paid immediately?
A: University payment terms are Net 30; however, if you are certified by the state of California as a small business, you are eligible for Net 20 terms. Please provide Accounts Payable with a copy of your certification letter, mark your invoices with the stamp provided to you as a certified small business, and AP will set your payment terms to Net 20.
To obtain small businesses status see, California Department of General Services.
Q7: Who pays expenditures related to the SDSU Research Foundation? What other auxiliaries or departments process their own Accounts Payable?
A: SDSU Accounts Payable is responsible for the expenditure of state funds. Auxiliaries that are separate entities from the university and/or have separate accounts payable departments include:
Q8: How do I close a PO after the submission of the last invoice?
A: The final close process disencumbers funds from open purchase orders. Departments may submit their request using the online Final Close Request form. Detailed information regarding fund review and cleanup may be found on the LEAP Web site.
Departments may also indicate to Accounts Payable that a purchase order can be closed and disencumbered by clearly noting “Final Invoice” on the last invoice to be paid. For more information on the final invoice procedure, see the Final Close Instructions Web page. Accounts Payable will assist if you have any questions regarding payments or invoices. If you require additional information about a purchase order, contact Contract & Procurement Management at, 619-594-5243.
Q9: Can I pick up checks?
A: No. All checks are mailed to the payee’s address.
Q10: Can a vendor email invoices to Accounts Payable?
A: No. Vendor invoices are to be submitted via regular U.S. mail.
Q11: Can campus personnel e-mail invoices to Accounts Payable?
A: No. Campus personnel should fax invoices directly into Markview at 619-594-1283, or send via campus mail. Each invoice should be faxed into Markview separated by an appropriate Bar Code Sheet. See Q12 for instructions on creating a Bar Code Sheet.
Q12: How do I fax invoices into Markview?
A: Departments will use the Markview fax number, 619-594-1283, to fax all invoices. Before faxing, you must create and use a Bar Code Sheet as the cover page. If you do not use a Bar Code sheet, the invoice will not be routed correctly and will delay invoice payment. To print a Bar Code sheet:
- Log into your Web In box
- Click on the Utilities Tab which is located next to the Web In box tab
- Click on Bar Code Generation
- Select invoice type: PO Invoice, Non-PO invoice, Pre-approved Invoice, or AP Invoice Follow-up
- Select Normal priority. For the PO Invoice Bar Code sheet, choose “Yes” under the Signature Included field if you have approved and signed the invoice. If you have not approved and signed the invoice, choose “No.”
Q13: Who in Accounts Payable can answer my questions about a particular invoice?
A: Please call the Accounts Payable main-line 619-594-0894 with questions.
Q14: Can I receive my travel reimbursement payment via direct deposit/EFT instead of a check?
A: Yes. Direct deposit/EFT is currently available to employees. Complete the Direct Deposit Authorization Form [PDF] and hand deliver to the reception desk in Accounts Payable, AD 116.
Q15: How do I submit an employee reimbursement request?
A: If your total reimbursement amount is under $50 excluding sales tax, submit your request on an Employee Reimbursement Request Form [PDF]. If your total reimbursement amount is over $50, you will need to submit a requisition to Contract & Procurement Management at 619-594-5243. All employee reimbursements require a justification for use of personal funds.
Q16: Who do I call with Markview or Oracle technical problems?
A: If you have technical problems with Markview or Oracle, please contact the Business Information Systems (BIS) help desk at 619-594-0899.
Q17: Where do I go for Markview or Oracle training?
A: Training is available to staff, Fridays at 10 a.m. The Business Information Systems (BIS) offers training in AD-231. You must call 619-594-0899 to schedule your training. See, Markview Training Materials and Oracle Training Materials for more information.
Q18: What is the Fiscal Authorization Hierarchy (FAH)?
A: The Fiscal Authorization Hierarchy (FAH) grants fiscal authority and responsibility to SDSU employees to submit or approve requisitions, expenditures transfers, and invoices for payment.
Travel-Related Information
Q1: Who can answer my travel questions?
A1: For general inquiries, review the SDSU Travel Procedures and Regulations [PDF]. Also, contact the AP Travel Coordinator via e-mail or phone 619-594-8962.
Q2: Who is the appropriate authorizing signatory for my T2 — Request for Absence from Campus and Travel Expense Claim forms?
A2: Destinations within the state of California, require the travelers’ immediate supervisor or the department chair to authorize travel for university business. For destinations out of state or international, the dean / designee’s approval and signature is required prior to the commencement of travel. If the traveler is a dean, a vice president must approve their business travel. All authorized travel approvers must also be on the Fiscal Authorization Hierarchy (FAH).
Q3: When should I submit a claim for reimbursement?
A3: All claims are to be submitted as soon as possible upon return from travel, but no later than 30 days after the last date of travel.
Q4: What kinds of expenses are considered non-reimbursable?
A4: Anything that is in excess of the “absolutely necessary” expense to get the traveler from here to there is not reimbursable. In addition, the travel method should be the most economical, or adjustments may be made.
Q5: What are the maximum meal reimbursements while I am traveling?
A5: Maximums are $10 for breakfast, $15 for lunch and $25 for dinner. Currently, these amounts apply to international travel as well.
Q6: What is the current mileage reimbursement rate?
A6: The 2010 mileage rate is 50 cents per mile ($0.50). A “directions map” must be included for proof of miles driven when the destination is outside of San Diego County. Mileage should be calculated from home or campus, whichever is shorter in distance.
Q7: What are the guidelines for driving a vehicle on state business?
A7: An SDSU employee must be authorized by their supervisor to drive on state business. As employees of the state, SDSU’s safe driving requirements are based on directives from the CSU and the state of California (see State Administrative Manual [PDF]).
Details for compliance may be found at SDSU Police Department, Defensive Driving Web page. All employees who drive any vehicle on state business must have a valid driver’s license, appropriate levels of insurance, a safe driving record, and have taken an approved Defensive Driving Class [PDF].
Q8: Why is it necessary to include an “Agenda” or “Schedule-at-a-Glance” with my travel claim?
A8: The agenda or schedule of a meeting or conference provides necessary information to document the date, place, time, purpose, and what was included in the conference fee. Meals provided at a conference may not be claimed for meal allowance reimbursement.
Q9: Is a receipt required for every item on the claim form?
A9: No. Taxis or shuttles under $25 do not require receipts. Parking, public transportation, or road tolls less than $10 do not require receipts. All other expenses require receipts that reflect the details of charges and proof of payment.
Q10: How are small cash receipts submitted with the claim?
A10: Tape small receipts to an 8-1/2 X 11 inch sheet of paper, and submit them with a travel expense claim.
Q11: What kinds of travel expenses can be paid directly by the university?
A11: Conference registrations, Enterprise Rent-a-Car, and airfare can be direct billed. Contact the AP Travel Coordinator for assistance via e-mail or phone 619-594-8962.
Q12: What form do I use to request direct payments to vendors?
A12: The invoice or registration form accompanied with the T2 — Request for Absence from Campus [XLS].
Q13: How do I request a reimbursement for a candidate for on-campus interview?
A13: Submit a travel expense claim along with the completed Request for Authorization for Reimbursement of On-campus Interview Expenses [DOC] form.
Q14: Who is considered a volunteer? How can a volunteer be reimbursed for their travel expenses?
A14: A volunteer is a person who is not on the university’s payroll and who has submitted an approved Volunteer Identification [DOC] form to SDSU Center for Human Resources prior to travel. See the SDSU Travel Procedures and Regulations [PDF], for more information.
Q15: What is the policy regarding new employee relocation allowances?
A15: See the Relocation Policy and Procedure Manual Web page for program information.
Q16: How can I make sure my reimbursement gets mailed to the correct address?
A16: All employees are required to keep their personal information current with the Center for Human Resources. Accounts Payable payments are sent to the home address on file. Employees can update their address information on-line through PeopleSoft. For assistance with a user name and password, contact the Business Information Systems Help Desk at 619-594-0899.
Q17: If I have already set up direct deposit in Human Resources, do I have to do it again in Accounts Payable?
A17: Yes. Payroll checks are processed through the state of California. Travel payments are issued directly by SDSU Accounts Payable. The Direct Deposit Authorization Form [PDF] needs to be completed, a voided check attached, and hand delivered to the Accounts Payable office. Bring your Red ID, or photo identification, to verify that you are the employee requesting this service. Any revisions require submission of a new direct deposit form. Accounts Payable encourages all employees to sign up.
Q18: How can I find out the status of my travel reimbursement?
A18: Travel claims and advances can be looked up in the Oracle Financials system in the same way you would look up an invoice. See, the LEAP Web site, Instructions for Querying Invoices [PDF].
Note: documents in Portable Document Format (PDF) require Adobe Acrobat Reader 5.0 or higher to view; download Adobe Acrobat Reader. Documents in Excel format (XLS) require Microsoft Viewer, download excel; documents in Word format (DOC) require Microsoft Viewer; download word.
Last updated January 23, 2012
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