Accounts Payable
Frequently Asked Questions
General Information
- Where is Accounts Payable located?
- Why hasn’t my invoice been paid?
- Why are you requesting approval to pay my invoice when we haven’t received the materials?
- What is the status of my payment? Can I check invoice/payment status online?
- What is a Payment Data Record and where do I get the form?
- I am a small business. Can I be paid immediately?
- Who pays expenditures related to the SDSU Foundation? What other auxiliaries or departments process their own Accounts Payable?
- How do I disencumber funds?
Travel-related Information
- Who can answer my questions about travel reimbursement?
- What are the per diem rates for travel?
- How do I obtain a Travel Advance for my trip?
- How can I find out the status of my travel reimbursement?
- How do I process a request for an approved reimbursement of on-campus interview expenses?
- How do I process a request for moving expense reimbursement?
General Information
Q1: Where is Accounts Payable located?
A: SDSU Accounts Payable is located on first floor of the Administration Building in room AD 116.
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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
5500 Campanile Drive, AD116
San Diego, CA 92182-1611
Payment may be delayed if:
- We do not have a Payment Data Record (STD 204) on file
- The goods or services were not processed by the Receiving Department due to alternative methods of delivery
- Accounts Payable has not received authorization to pay from the department
In addition, the university’s standard payment terms are Net 30 unless the supplier is certified by the State of California as a small business or has offered a prompt payment discount.
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Q3: Why are you requesting approval to pay my invoice when we haven’t received the materials?
A: Receipt of goods and services must be entered into the Oracle Financials system in order to allow the release of payment on an invoice. If a department has received goods or services that have bypassed the usual receiving process, Accounts Payable must be notified in writing by an authorized department representative.
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Q4: What is the status of my payment? Can I check invoice/payment status online?
A: On-campus personnel can check the Oracle Accounting system for payment status. If you require assistance, contact Accounts Payable at 619-594-0894 or review our online instructions. Suppliers may call 619-594-0894 with questions about payment status.
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Q5: What is a Payment Data Record and where do I get the form?
A: The Payment Data Record (STD 204) is a form required by the state of California from all individuals and suppliers that do business with San Diego State University.
This form ensures we have accurate supplier data on file, as well as correct information about the taxable status of your organization. We can mail or fax a copy of this form to you, or it is available online in PDF format.
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Q6: I am a small business. Can I be paid immediately?
A: If you are certified by the state of California as a small business, you are eligible for expedited payment terms. Please provide Accounts Payable with a copy of your certification letter (and/or stamp your invoices with the stamp provided to you as a certified small business), and your payment terms will be set at Net 20.
Further details and a listing of certified small businesses can be found on the Web site of the California Department of General Services.
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Q7: Who pays expenditures related to the SDSU Foundation? What other auxiliaries or departments process their own Accounts Payable?
A: SDSU Accounts Payable is responsible for the expenditure of state funds.
Goods and services are also frequently purchased through the SDSU Foundation, and for this type of expenditure you must contact SDSU Foundation Accounts Payable at 619-594-4398.
Additional auxiliaries that are separate entities from the university and/or have separate accounts payable departments include:
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Q8: How do I disencumber funds?
A: The final close process disencumbers funds from open purchase orders. You may submit your 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. Please make sure that there are no other invoices pending that have not been matched to the purchase order. For more information see the Instructions web page. Accounts Payable will assist if you have any questions regarding payments or invoices. If you require additional information about “final closing” a purchase order, contact Contract & Procurement Management at 619-594-5243.
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Travel-related Information
Q1: Who can answer my questions about travel reimbursement?
A: Address questions to the Contract Travel Coordinator at ext. 4-3778. For general inquiries, view the Accounts Payable, Travel Manual.
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Q2: What are the per diem rates for travel?
A: The per diem rates for travel can be found in the Accounts Payable, Travel Manual Section 5.07.1
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Q3: How do I obtain a Travel Advance for my trip?
A: Rules pertaining to obtaining a Travel Advance can be found in the Accounts Payable, Travel Manual Section 5.04.0.
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Q4: How can I find out the status of my travel reimbursement?
A: Travel reimbursement claims can be looked up in the Oracle Financials system in the same way you would look up an invoice. For assistance, contact the Accounts Payable, Contract Travel Coordinator at ext. 4-3778. For general travel information, view the Accounts Payable, Travel Manual.
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Q5: How do I process a request for an approved reimbursement of on-campus interview expenses?
A: Policies, procedures and the required forms necessary for the reimbursement of on-campus interview expenses can be found in the Accounts Payable, Travel Manual Section 5.12.0.
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Q6: How do I process a request for moving expense reimbursement?
A: Policies, procedures and the required form necessary for moving expense reimbursements can be found in the Accounts Payable, Travel Manual Section 5.15.0.
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Last updated January 17, 2008
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