The Accounts Payable department is responsible for the timely processing of all requests such as Vendor Invoices, Requisitions, Travel/Business Reimbursements, and Purchase Orders. All requests are reviewed to confirm proper support as well as to ensure support is in compliance with Federal, State and Sponsor Agencies’ guidelines and regulations.
Submit Requisitions by Email
As of October 1, 2019, all purchase requisitions can be submitted electronically for processing, rather than being mailed or hand-delivered to the Research Foundation. Simply email them to email@example.com.
Invoices from vendors can be sent to this same email address for payment.
If you have purchased a qualified business-related or research project-related item using your own money, please email your Request for Reimbursement Form to firstname.lastname@example.org. Your reimbursement will be processed electronically via ACH (automated clearing house) and deposited into your designated bank account.
Electronic Payments to Suppliers
Payments to suppliers are processed and issued weekly based on invoice due date. As part of our “Going Green” initiative, payments to suppliers are now being made electronically via ACH (automated clearing house) and are being deposited directly into the supplier’s bank account. Suppliers can obtain the ACH enrollment form here. A remittance notification is emailed to the supplier when the payment is processed.
Procurement Cards ("P-Cards")
Accounts Payable manages the company’s Procurement Card program. PCards are issued based on business need. All transactions are reviewed and reconciled on a monthly basis.
Please feel free to contact the Accounts Payable Helpline at (408) 924-1404. You may also reach out to individual team members for specific issues:
Purchase Orders: Maya Ortega (408) 924-1408
Cash Receipts/Deposits: Maya Ortega (408) 924-1408
New Vendors: Winston Lam (408) 914-1513
AP Manager: Sonia Medina (408) 924-1406
The Accounts Payable department is also responsible for tax related reporting such as Sales Tax, State Withholding and 1099 Misc. All information is reported to the IRS per regulated guidelines.