Accounts Payable General Information

Payment Process

All vendor invoices and check requests are processed within 10 business days from the date received in Accounts Payable. Refer to Helpful Hints to Avoid Delays in Processing Payments.


A Vendor Data Record Form 204Opens in new window must be completed and submitted to Accounts Payable. For services performed outside the U.S., complete a Statement for Services Performed Outside the United StatesPDF File Opens in new window .


Non-Resident Alien (NRA)

Refer to the Non-Resident Alien Payment ChecklistPDF File Opens in new window and Tax Withholding Requirements for Non-Residents. For additional information on NRA guidelines, contact Greg Sweet, Tax Compliance Manager at (657) 278-5671 or email: gsweet@fullerton.edu.


Payment Schedule

Accounts Payable produces checks on Tuesday and Thursday. The payment schedule is subject to change during holidays and at the beginning of a semester or during special circumstances.


Requesting checks for Pick Up

Provide name of the individual that will be picking up the check along with their phone extension on the invoice or on the AP Check Request. Accounts Payable checks are held at the College Park Reception Desk (3rd floor) no more than (3) business days and are available for pick up before 4:30pm Monday - Friday. Departments requesting to pick up checks should provide an alternate name and phone number if an individual will not be available to pick up the check. Unless notified, Accounts Payable will mail all checks to the payee on the 4th business day and will not be responsible for the mailing of the check.


Direct Deposit (Faculty/Staff only)

Faculty/Staff Direct Deposit - Convenient method to automatically deposit reimbursements funds into employee's bank account. Complete Direct Deposit FormPDF File Opens in new window and submit the form in person with a voided check to CP-300 Attn: Debbie Hagman.


Emergency Checks

Request for Emergency Checks will be approved in extenuating or emergency situations. Departments should plan in advance to ensure that invoices are approved and submitted to Accounts Payable by 1:00 pm. Emergency checks will be available by 3:00 pm the same day.


Stop Payment and Re-issue Check

Occasionally checks issued by the Accounts Payable Department may be lost or stolen and may require a stop payment or reissue. To request a stop payment, complete the Application to Stop Payment FormPDF File Opens in new window and

Mail Application to:

Accounts Payable Stop Payment Desk
PO Box 6808
Fullerton, CA 92834-6808

OR

Fax Application to:

(657) 278-8143 or (657) 278-5816

The stop payment process may take up to 2 weeks to receive confirmation and reissue a replacement check. If the check is found and a stop payment has been issued, return the check to Accounts Payable. The check will be voided and reissued within 3 business days.

Checks issued by the Accounts Payable Department are valid 6 months from the date issued.


Sales / Use Tax

More information on Sales / Use Tax