Frequently Asked Questions
- Frequently Asked Questions List
-
What is the status of my payment?
CURRENT CMS USERS
To view invoice payment status for a REQUISITION ID or PURCHASE ORDER ID:
Login to the Portal and navigate through the following:
- New Titan Online
- Finance Main Page
- Fullerton Customizations
- PO
- Requisitions
- REQ Inquiry
- Enter the "Req ID" or "PO ID"
- Click on "Refresh Page"
Payment information (ReqID, Req Dt, Status, Hold, Req Amount, PO ID, Status, PO Amount, Invoice number, Status, Invoice Amount, Check #, Check Date, and Check Amount) will display below in the Documents Tab of the Transactions section:
Additional information may be found in the Business Process Guide 
.
To view invoice payment status for an ACCOUNTS PAYABLE CHECK REQUEST:
Login to the Portal and click on the following:
- e-Content tab
- My Workplace
- Encumbrance / Expenditure Reports
- Scroll down on the following: Fiscal Year, Accounting Period, and Dept ID
- Click on the "Expenditure Detail Report by Account"
- The Accounts Payable Check Request number is listed under the column "Description"
- The invoice number is listed under the column "Reference"
- The vendor name is listed under the column "Vendor"
- The invoice amount is listed under the column "Actual Expense"
For additional assistance on payment status, please send inquiries to: AP@fullerton.edu
NEW CMS USERS
To obtain CMS access, refer to the link below: http://www.fullerton.edu/cms/Security/
How do I disencumber funds?
To finalize a purchase order, send an email request to Contracts & Procurement at: procurement@fullerton.edu
Departments may also indicate to Accounts Payable by clearly noting "Final Invoice" on the last invoice to be paid. Please ensure that there are no other invoices pending that have not been matched to the purchase order.
For questions regarding payments or invoices, email: ap@fullerton.edu
For additional information about “final closing” a purchase order, email: procurement@fullerton.edu
What is a Vendor Data Record (STD 204)?
A Vendor Data Record Information – All vendors doing business with the University are required to complete a Vendor Data Record (Form 204) with Accounts Payable. This form documents such information as the federal identification number or SSN number, as well as the type of business for tax reporting purposes. Failure to submit a completed "Vendor Data Record" form will result in delays in payment and/or federal and state backup withholding may be deducted from the payment.
Payments to new vendors may be delayed until a completed Vendor Data Record Form (Form 204) is obtained from the vendor.
Who pays for expenditures related to the Auxiliary Services?
The CSUF Auxiliary Services Corp Accounts Payable Department handles payments for Auxiliary Services. Department contact information may be found at: http://www.csuff.org/contact.aspx
When can I use Petty Cash?
Petty cash may be used when there is a need to have cash on hand to provide for miscellaneous purchases of low value goods less than $50. Petty cash may not be used for payroll payments, services of an independent contractor, inventorial equipment, restricted goods and services, entertainment expense, liquor, travel expense, and other personal obligations. Employees are required to complete a Petty Cash Disbursement Form . Attach original receipts, obtain department approval, including Contracts & Procurement, and submit to the Cashier’s Office (UH-180) for reimbursement.
It is recommended that the CSUF Procurement Card is used for low value approved purchases.
What is 1099 reportable?
Services are 1099 reportable to an Individual, Sole Proprietor and Partnership. Corporations are not 1099 reportable except for Medical Corporations (services only) and Legal Corporations. A Form 1099 is issued when the total of all payments for services is $600 and above during the calendar year.
What if I need to return defective/damaged merchandise or product that is shipped in error?
Requestor must contact the vendor to obtain a Return Merchandise Authorization Number (RMA Number) and make arrangements for pick-up. If the merchandise was ordered from a Purchase Order, the requestor must also contact Shipping & Receiving to request that the return is properly recorded in
CMS.
What if I do not agree with the invoice price?
Compare the prices listed on the invoice and purchase order. If there is a discrepancy, contact the appropriate Buyer in Contracts & Procurement.
Who is authorized to approve my invoice?
The responsible person authorized to sign on the 6-digit account number is authorized to approve invoice for payment.
How do I request travel expense reimbursement if I am an employee?
Employee Travel - An approved Travel Authorization Form must be submitted prior to requesting reimbursement for travel-related expenses. To request reimbursement, complete and submit an approved Travel Expense Claim to Travel Operations (CP-300). Additional information may be found on: http://finance.fullerton.edu/Controller/Travel/
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