Frequently Asked Questions on Payment Requests

Q: Are vendors required to submit a Vendor Data Record Form?

• Yes. In order to do business with Sonoma State University and its Auxiliaries, vendors must submit a completed Vendor Data Record form. If supplemental documentation is required (outlined on the form) those must also be submitted.
• EREQ processing, and/or payments to vendors may be delayed or denied until a properly completed Vendor Data Record form is on file with the Accounts Payable Office. For tax purposes, if the Vendor Data Record on file is outdated, Accounts Payable may require an updated form.
• Vendors are required to complete the form. Departments must not complete or submit the form on behalf of a vendor.
• The form contains level 1 data. Email is not an acceptable form of submission. The form must be submitted through the secure upload, snail mail, or fax.

Q: How do I process a payment for a purchase order?

• Make sure the correct PO/Contract number is referenced on the invoice. If the wrong PO is listed on the invoice, do not submit to AP. Work with the vendor to obtain an invoice referencing the accurate contractual agreement.
• Services: Confirm service dates align with PO, confirm rate aligns with PO, submit for payment after services have been rendered.
  • Individuals must sign the invoice confirming services rendered.
  • Authorized approver listed on the PO must approve by signing the invoice. DO NOT FILL OUT A DIRECT PAY.
• Commodities: Confirm functional items received in accordance with the PO/contract, correct sales tax rate charged and items correlate to the PO/contract, email receiving prior to sending payment request to AP to receive only the quantity and PO lines that were received and acceptable. Do not email to receive entire PO if not all items were received. AP is unable to process payment unless the 3-way match occurs in the system.

Q: I’ve received a package from the Receiving Department for goods ordered by a purchase order. How do I get these goods paid?

• In addition to #2 above:
• If the Receiving Department verified contents of the package and received it in PeopleSoft: Immediately verify all goods are received satisfactorily, according to the packing slip and purchase order. Let the Receiving Department know if there are any problems and to undue any matching done related to the issue items.
• If the Receiving Department contacted you to advise that a shipment has arrived and must be verified by your department: Immediately verify and email the Receiving Department referencing the purchase order number and identify what should be received in PeopleSoft on which lines of the purchase order.

Q: I’ve received goods ordered by a purchase order that were delivered directly to my department from the vendor/delivery company. How do I get these goods paid?

• In addition to #2 above:
• Immediately contact the Receiving Department referencing the purchase order number and let them know what should be received in PeopleSoft on which lines of the purchase order.

Q: I’ve received an invoice for a service performed against a purchase order or contract. How do I process the invoice for payment?

• In addition to #2 above:
• Write the purchase order or contract number on the invoice if it is not already referenced. Verify the invoice for accuracy and completeness. If the vendor is an individual, the vendor must sign the invoice. An authorized approver listed on the PO must sign it signifying “ok to pay” or “approved to pay”.

Q: How do I reimburse an independent contractor/consultant for travel expenses?

• Vendor travel reimbursements must be done through Contractual Agreement. Submit an EREQ. A purchase order must be issued prior to travel occurring. Once travel concluded, the contractor/consultant completes the Independent Contractor/Consultant Travel Invoice (navigate to Forms & Policies) and provides all necessary itemized receipts. The vendor must also complete the travel certification form. The department then submits the approved invoice and references the purchase order agreement.​

Q: When should I use a Direct Pay?

Please refer to Direct Pay Procedures of eligible items and restrictions PRIOR to committing your department to a purchase or submitting to Accounts Payable.

Department ProCard should be utilized as a first resource. It is more cost effective and quicker to use a procard than it is to process a physical check. If a vendor does not accept a credit card payment, charges a processing fee, or the purchase is prohibited on the ProCard handbook, the department should request payment via a Direct Pay.

Eligible direct pay expense items include:

• Subscriptions (non-IT/web based)
• Memberships
• Regulatory fees
• Utilities
• Services where the transaction is one-time only (one payment in a calendar year), does not require a signed contract and/or cannot be paid for with a campus procurement card (Procard) valued up to $2500. Itemized invoice containing vital billing and other payment request required includes date(s) of service and description of service.
  • No ongoing services
  • For non-CA residents, notate where services were performed (in state or out of state)
  • Individuals must sign their service invoices
    • Commodities up to $500 - Itemized invoice containing vital billing and other payment request information required. $500 is inclusive of all charges including tax, shipping, handling, etc.

Once goods are received and inspected, or services rendered, payment request can be submitted. It is the sole responsibility of the requesting department to ensure all information necessary for proper delivery of items is provided to the vendor. Items should be shipped directly to Sonoma State University. Any problem resolution regarding the order is the requesting department's responsibility.

Q: Do I use a Direct Pay form to make a payment against a purchase order?

• No. (See #2 above)

Q: Can I personally pay someone (an individual or a business) who provides a simple service or purchases something for the campus and then get reimbursed myself?

• No. We cannot pay you for expenses incurred or services provided by others.

Q: When will my payment be processed?

• AP processes payment requests in order of date received.
• A payment will be issued based on the payment terms and processing order in the payment queue.
• The default payment term for vendors is "Net 30" so a check may not issue as soon as the invoice is processed by Accounts Payable.
• Check are issued on Tuesday and Thursday, excluding holidays or campus closures.

Q: Why does Accounts Payable return payment requests?

• AP audits for numerous compliance issues within the University’s four business units. Compliance standards audited include but are not limited to complete documentation review, authorized approvals verification, appropriate use-of-funds, hospitality policy guidelines, billing to accurate business unit, accurate sales tax rate, and invoice within contractual agreement amount and service dates.
• All invoices must identify the University or one of the Auxiliaries as the billable to entity. In addition, it is recommended the contact name/department responsible for placing the order also be referenced on the invoice.

Q: How will I be contacted if there are problems with my Accounts Payable documents?

• By email – May be most expeditious way to resolve some issues.
• By phone – May be used to resolve some clarification matters.

​Q: How will my documents be returned to me for completion or correction?

• AP will return the payment request sent by smartsheet and provide explanation on why it’s being returned.

Q: What is considered an acceptable signature?

• Actual signature (wet or electronic copy of actual signature-not system generated or block print).

Q: Are employees able to be reimbursed for business related expenses (non-travel)?

• Department ProCard should always be used first
• Allowable reimbursements include:
  • Hospitality in accordance with the hospitality policy. Payment request must include an itemized receipt and a completed hospitality form. Gratuity may not exceed 20%. Anything over 20% will not be reimbursed.
  • Commodities/goods up to $500.00 (inclusive of tax, etc.). Items must be picked up at vendor location or shipped to an SSU approved campus address. Payment request must include an itemized receipt.
• Not allowable employee reimbursements include but not limited to: services, software or hardware purchases, commodities/goods over $500, personal items.

Q: Do I use a Direct Pay to process employee reimbursements?

• No. SAP Concur is the platform for submitting employee reimbursement requests.