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Accounts Payable Check Request Process

Revised: October 9, 2008

Expenditures eligible to be directly charged to a department’s account without the establishment of a purchase order, service order, or contract (i.e., direct expense) must be submitted to Accounts Payable, CP-300) on an approved Accounts Payable Check Request Form.

SECTION 1 - Payee Information

Include vendor number (if known), vendor name, and remit to address. Payments to new vendors may be delayed until a completed Payee Data Record Form (State of California Form 204) PDF file is obtained from the vendor.

Category - Qualifying items include:

  • Accreditation Fee
  • Advertisement - (tearsheet is required)
  • Associated Students (Accounting Services use only)
  • Chancellor’s Office (e.g., CSU Risk Management Authority, Trustees of the CSU)
  • Copyright Fee
  • Express Delivery – must be coordinated with the Shipping & Receiving Department
  • Finger Printing Charge
  • Freight / Delivery Charge – not included on purchase order
  • Honorarium - (Non Employee and Non Consulting) – Guest Lecturer/Guest Speaker
  • Insurance Premium
  • Membership – an approved Directive 11 form is required
  • Postage Fee
  • Student Refund (e.g., English & Writing Proficiency exam, housing, student orientation)
  • Subscription
  • Other:
    • Reimbursements may require the approval of Contracts and Procurement. Original receipts of items purchased must be submitted (when submitting a copy of a cancelled check, front and back is required)
    • Certification Fee
    • Parking and Transportation - Commuter Award / MTA transit pass
    • Payment for services are not permitted, a purchase requisition must be submitted to Contracts & Procurement

SECTION 2 - Invoice Information

  • Original invoice is required
  • Bill to address must be a CSUF address
  • Reference the contact name or department responsible for placing the order
  • Include invoice number, invoice date, and invoice amount
  • Description / Comments – include the business related purpose
  • Check handling instructions / Check pick up – include any special instructions (e.g., name of employee and extension and required date)

Travel Prepayments – DO NOT USE THE ACCOUNTS PAYABLE CHECK REQUEST FORM.

Travel prepayments must be submitted on an approved Travel Authorization Form (includes workshops, registration, seminars, conferences, business meetings, and training).

SECTION 3 - Approvals

  • Print or type the requester’s name, signature of the requester, extension, and date.
  • Print or type the approver’s name, signature of the approver, extension, and date. The approver must be the responsible person authorized to approve on the Department ID (5 digit) and FUND (5 digit).

Unapproved, non-qualifying, or incomplete Accounts Payable Check Request Forms will be returned unprocessed to the originating department explaining why the expenditure was denied. For questions, email: ap@fullerton.edu.

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