Secure Upload

Welcome vendor/supplier and employees. This website is designated to securely upload the items below. Please be advised incomplete forms will not be processed and will delay purchase orders or payment processing.

Do not upload invoices. Vendors are instructed to email invoices directly to the university contact. Once received, the department will follow established payment requesting procedures.

Direct Deposit Authorization for Employee Reimbursement (EFT)

In effort of supporting sustainability, Sonoma State University strongly encourages University employees to use electronic payments via EFT as it provides both sender and receiver with the advantages of improved controls and accelerated funds availability. It reduces the payment receipt time, reduces chances for check fraud, and better cash management.

EFT is not an option for University Auxiliaries (Associated Students of Sonoma, Inc., Sonoma State Enterprises, Inc., and SSU Foundation).

In order to enable Accounts Payable to create the employee EFT account, employees must upload the two items below:

  • Direct Deposit Authorization for Employee Reimbursement
  • Letter from Bank on Bank letterhead confirming banking information or a copy of voided check. Bank statements are not acceptable as they do not provide routing numbers necessary for EFT.
Direct Deposit Authorization for Employee Form
Vendor Data Record 204

Sonoma State University, Auxiliaries (Associated Students of Sonoma, Inc., Sonoma State Enterprises, Inc., and SSU Foundation), and Associated Student Club payments, require all vendors to complete a Vendor Data Record 204 Form in order to do business. Then vendor data record form is required to process payment by determining the tax status for reportable income and State and Federal withholding. Form substitutions are not accepted.

Some vendors maybe required to provide additional documents such as W-8-BEN or W-8-BEN-E, or Foreign National Data Collections Form. Instructions are provided on the Vendor Data Record Form if these additional forms are relevant.

Current vendors may be required to provide a current form or requested to provide a new form due to name changes.

In order to enable Accounts Payable to create vendor setup or maintenance, vendor must:

  • Download form
  • Complete all sections of the form
  • Save form prior to uploading
  • Upload saved form
Vendor Data Record 
Troubleshooting

Please do not email these documents. If difficulties encountered when uploading, other submission options:

  1. Fax:

(707) 664-4000

  1. Mail to:

Sonoma State University

Financial Services- Accounts Payable

1801 East Cotati Ave.-Salazar Hall Room 2052

Rohnert Park, CA 94928

Secure Upload Box

If you wish to transmit the form electronically please do not send in email. You may use the upload box below to upload your forms, if needed.