Accounts Payable

• Introduction
• Department Responsibilities
• Invoice Criteria
• Issuing a Check
• Negative Confirmation of Blanket Orders & Service Orders
• Standard Payment Terms
• Training

Accounts Payable is responsible for the accurate and timely payment of vendor invoices and employee expense reimbursement. Responsibility for handling all aspects of vendor payments (invoices against purchase orders, contract payments, credit processing, direct payments, referrals, problem resolution, and phone inquiries) is split between the Accounts Payable Technicians based upon the first letter of the vendor's company name. Check our A/P Tech Directory for more contact information.

• Make sure there is adequate funding available before ordering. Do not exceed blanket order or service order limits when ordering from vendors. If blanket order or service order limits are exceeded, a Change Order Request must be submitted to Purchasing.
• Provide the correct purchase order or direct pay number to the vendor when ordering by phone or picking up merchandise in person. Inform the vendor that they must reference the purchase order or direct pay number on all correspondence (acknowledgments, invoices, packing lists, etc.).
• Instruct vendors to send invoices directly to Accounts Payable. If an invoice is mailed to the department, it must be approved and forwarded immediately to Accounts Payable. A purchase order or direct payment number must be listed on the invoice(s).
• Sometimes products from a purchase order are shipped directly to the department or picked up by a department member. If this happens, notify Shipping & Receiving immediately so they can enter the receipt in CMS.
• Accounts Payable may send you an Accounts Payable Referral Notice. Please read these notices carefully and respond with requested information immediately.
• Be familiar with the Negative Confirmation Policy For Blanket Orders and Service Orders.
• Be familiar with the SJSU Travel Guide policies for reimbursement.

• All vendor invoices to San José State University should be on a preprinted billhead or have the signature of a company official. All invoices should be mailed directly to Accounts Payable and must include:
• The entire SJSU Purchase Order Number or Direct Payment Number.
• Detailed and itemized description of the products and/or services provided.
• Sales tax information (if any).
• A freight bill must accompany the invoice if:
  • Your order was shipped by a carrier other than U.P.S. or Federal Express, and
  • The freight charges exceed $50.00.

Payment will be authorized only after the University has received and accepted the purchased items and has verified they are in an undamaged and satisfactory condition or when services have been completed in a satisfactory manner.

Checks are run daily. Payment is considered to be complete on the day the check is issued. All checks will be mailed unless check pick-up is requested of Accounts Payable and approved by the Accounts Payable Manager.

The Accounts Payable Technicians use negative confirmation to authorize payments against Blanket Orders and Service Orders. This means that all invoices are paid unless you advise us not to. You will need to maintain records that provide proof of receipt of products or services. Acceptable proof of receipt includes packing slips, invoice copies, requisition copies, purchase order copies, or e-mail. At a minimum, the proof of receipt should indicate the date of receipt, purchase order number, and a signature (can be electronic). Please remember that your department files are subject to internal and external audit.

A Referral Transmittal and a copy of the invoice will be mailed to you. The Referral Transmittal will clearly indicate the date that we will process the invoice payment. You will have until the date indicated on the Referral Transmittal to notify us if the invoice should not be paid or if the invoice needs to be modified. Notification must include the reason for non-payment or invoice modification. If the invoice should be paid in its entirety, no response is necessary.

• University contracts and purchase orders net 30 days*
• Direct payment requests net 15 days*
• Registration payment requests net 5 days**

* Payment may require extended processing time if the vendor does not have a Vendor Data Record (form 204) on file.

** The lead-time required by conference, seminar, and workshop holders varies. It is important to allow adequate processing time in order to produce a check prior to the deadline date.

Training is always available on anything that you may need to know about this department. Please call 924-1538 for training opportunities.

• Accounts Payable
• Business Information Center
• Campus Copier Program (CCP)
• Mail Services
• Property
• Purchasing
• Shipping & Receiving

Bonnie King, Manager
Accounts Payable

San José State University
One Washington Square
San José, CA 95192-0041
408.924.1681 | contact us

Located in Clark Hall 500
Hours: 8:00AM to 12:00PM
1:00PM to 5:00PM
A/P Tech Directory