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General Invoice Payment Guide

This guide provides information about the process used to pay vendor invoices for goods and services procured through a UCSC purchase order.

A wide variety of goods and services are procured through the use of a CruzBuy / Purchase Order. Information on how to do this is available from Procurement Services.

  
  
Payee_Setup_204.pdfPayee_Setup_204
Payee_Setup_Instructions.pdfPayee_Setup_Instructions
Vendor_Electronic_Funds_Authorization.pdfVendor_Electronic_Funds_Authorization
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  • Before you start

    Important information to know:

    1. Special conditions: The following conditions applying to this type of payment:
      • A purchase may be made with personal funds only if one of the following applies:
        • Other purchasing alternatives, such as CruzBuy or the Purchasing Card, are not available, or
        • The circumstances are such that using available purchasing alternatives is not feasible.
      • A reimbursement will only be made for purchases of non-inventorial tangible goods.
    2. Avoid conflicts of interest: Refer to the appendices for information covering employee-vendor conflict of interest issues.
    3. Payment: If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup 204 form.

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  • Receipt and documentation requirements

    The original vendor invoice must be submitted in order for a payment to be made to the vendor.

    • Email the FAST/AP Office at aphelp@ucsc.edu authorizing payment when the original purchase order amount is exceeded by $100 to $499.99.
    • Submit a change order request through CruzBuy for payments of $500 or more over the original purchase order amount.

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  • Authorization and approval

    The following types of payments require the vendor’s invoice to be reviewed and signed by an authorized departmental or divisional employee prior to submission to the Financial Administrative Services and Transaction Office (FAST/AP) for payment:

    • Consultant payment
    • Contract and grant subaward payment
    • Common goods and services payment
    • Personal and Professional services payment
    • Independent contractor payment, if the purchase order was coded with a “UCSC42” in the commodity description field.
    • Other types of payments designated by your division or department as requiring invoice review and approval.

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  • Basic sales and use tax

    Generally, all purchases of tangible goods are subject to the assessment of sales or use tax.

    • If the full amount of sales tax is not collected by the vendor, the remaining amount of tax due will be charged to the department making the purchase.
    • A product, such as software, supplied in electronic form through e-mail attachment, internet, or facsimile is not subject to the payment of sales and use tax; the same product supplied on a magnetic disk, CD, or DVD is subject to sales and use tax.

    See: Sales and Use Tax appendix for additional information on this topic.


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  • Common oversights

    Speed up the payment process by avoiding these common oversights:

    • Forgetting to provide the last four digits of the recipient’s social security number or Individual Taxpayer Identification Number on the Direct Payment form.
    • Forgetting to obtain the appropriate approvals on the Direct Payment form.
    • Forgetting to attach required supporting documentation to the Direct Payment form.
    • Forgetting to submit a Payee Setup 204 form for a first-time reimbursement or payment recipient.

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  • UC Procedure Reference

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  • Where to get help

    Assistance is available for the following topics:


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  • Relevant Appendices

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