Frequently Asked Questions

1. How do I process a payment for a purchase encumbered on a purchase order?
Have authorized approver verify the service was received and then indicate approval by signing the invoice, referencing the PO number. DO NOT FILL OUT A DIRECT PAY FORM. Submit to Accounts Payable.
2. When should I use a Direct Pay form?
  • Goods: The Direct Pay/Direct Invoice method may be used for goods up to $500
  • Services: The Direct Pay/Direct Invoice method may be used up to $2,500 as long as a contract is not required
3. Do I use a Direct Pay form to make a payment against a purchase order?
No. (See #1 above)
4. Do I use a Direct Pay form to process employee reimbursements?
No. Use the EBER (Employee Business Expense Reimbursement) form for non-travel or the Travel Claim for related travel expenses.
5. How do I fill out a Direct Pay for
Navigate to http://www.sonoma.edu/finance/forms/, select Direct Pay Form and follow the instructions on the Instructions tab.
6. How do I submit my payment request documents to Accounts Payable?
  • Campus mail envelope addressed to: Accounts Payable - specific business unit (ex: SOCMP, SOSSE, SOFDN, SOASI OR SOSUI) Salazar 2050B.
  • Deliver to appropriate business unit incoming mail folder in the Financial Services mail credenza.
7. Do I send my travel claim to Accounts Payable?
No. Deliver approved travel claims directly to Seawolf Service Center. Seawolf Service Center will forward travel claims to Accounts Payable after they have audited the documents.
8. When will my payment be processed?
  • Your payment will be processed by Accounts Payable within 14 days after receipt of completed and approved documents.
  • A payment will be issued based on the terms of the vendor.
  • The default payment term for commerical vendors is "Net 30" so a check may not issue as soon as the invoice is processed by Accounts Payable.
  • Employees and most individuals have immediate payment terms.
  • Signing up for Direct Deposit for employee reimbursements may reduce processing time by as much as 2-3 days.
  • Checks are run on Mondays, Wednesdays and Fridays only.
9. How do I reimburse an independent contractor/consultant for travel expenses?
  • If travel is unrelated to a signed agreement between the Contracts & Procurement office and the contractor/consultant, the contractor/consultant completes the Independent Contractor/Consultant Travel Invoice (navigate to http://www.sonoma.edu/finance/forms/). The department then submits the approved invoice via the Direct Pay process to Accounts Payable.
  • If travel is related to a Sponsored Project (grant), the contractor/consultant completes the Independent Contractor/Consultant Travel Invoice (navigate tohttp://www.sonoma.edu/finance/forms/). The department then submits the approved invoice via the Direct Pay process to Accounts Payable.
  • If travel is related to an agreement signed between the Contracts & Procurement office and the contractor/consultant, refer to the agreement for payment details or contact Contracts and Procurement Office X42191 for assistance.
10. Why does Accounts Payable return payment requests?
AP audits for numerous compliance issues within the University’s four business units. Compliance standards audited include but are not limited to complete documentation review, authorized approvals verification, appropriate use-of-funds, and hospitality policy guidelines.
11. How will I be contacted if there are problems with my Accounts Payable documents?
  • By email – May be most expeditious way to resolve some issues.
  • By phone – May be most expeditious way to resolve some clarification matters.
  • By “Help Us Pay Your Invoice” tag – When something tangible is required for payment processing. Please leave this tag attached to the documents when they are returned to Accounts Payable to avoid further delay.
12. How will my documents be returned to me for completion or correction?
  • AP may scan and email them to you for completion/correction and return.
  • AP may place them in a designated department folder in the Financial Services mail credenza.
  • Campus mail may be utilized as necessary.
13. My payment request was returned to me. What do I do to get it paid?
For assistance, contact the Accounts Payable staff member whose name and phone # is noted at the bottom of the “Help Us Pay Your Invoice” tag. That staff member will work with you to resolve the issue. Once resolved, please leave this “Help Us Pay Your Invoice” tag attached to the documents when they are returned to Accounts Payable to avoid further delay.
14. Who will process my Accounts Payable documents?
The Accounts Payable assignment contacts are located at the Finance/Accounts Payable webpage (navigate tohttp://www.sonoma.edu/finance/accounts-payable/). It will be updated periodically.
 
15. Can I personally pay someone (an individual or a business) who provides a simple service or purchases something for the campus and then get reimbursed myself?
  • No. We cannot pay you for expenses incurred or services provided by others.
  • For a reimbursement, obtain an invoice from the individual requesting reimbursement, along with their original receipts providing proof of payment and submit with Direct Pay Form to AP. No 204 form is required for reimbursements only. AP will issue a check directly to the individual.
  • For a simple allowable service, obtain a 204 form and invoice and submit with Direct Pay form to AP. AP will issue a check directly to the service provider.
16. Why are original receipts required for reimbursements?
Original receipts are required for IRS compliance as a non-reportable reimbursement and prevent duplicate payments.
17. I’ve received a package from the Receiving Department for goods ordered by a purchase order. How do I get these goods paid?
  • If the Receiving Department has verified contents of the package and received it in PeopleSoft: Immediately verify all goods are received satisfactorily, according to the packing slip and/or purchase order and let the Receiving Department know if there are any problems. When AP receives the invoice from the vendor, payment will be issued, matching the invoice, receipt of goods and purchase order in the PeopleSoft system. AP is unable to process payment unless this 3-way match occurs in the system.
  • If the Receiving Department has contacted you to advise that a shipment has arrived and will need to be verified by your department: Immediately verify and email the Receiving Department referencing the purchase order number and identify what should be received in PeopleSoft on which lines of the purchase order. When AP receives the invoice from the vendor, payment will be issued, matching the invoice, receipt of goods and purchase order in the PeopleSoft system. AP is unable to process payment unless the 3-way match occurs in the system.
18. I’ve received goods ordered by a purchase order that were delivered directly to my department from the vendor/delivery company. How do I get these goods paid?
Immediately contact the Receiving Department referencing the purchase order number and let them know what should be received in PeopleSoft on which lines of the purchase order. When AP receives the invoice from the vendor, payment will be issued, matching the receipt and purchase order in the PeopleSoft system. AP is unable to process payment unless the 3-way match occurs in the system.
19. I’ve received an invoice for a service performed against a purchase order or contract. How do I process the invoice for payment?
Write the purchase order or contract number on the invoice if it is not already referenced. Verify the invoice for accuracy and completeness. An authorized approver must sign it signifying “ok to pay” and submit the invoice to Accounts Payable. Do not provide a chartfield string and do not attach a Direct Pay form to it.