Accounts Payable

Accounts Payable supports Cal State LA by accurately recording University expenditures and ensuring that vendors, faculty, staff, and students receive payments promptly and efficiently. All payments are processed in accordance with applicable policies, procedures, regulations, and internal controls.

Responsibilities

Accounts Payable processes payments for business-related services and expenses incurred by the University and its auxiliary organizations. Primary responsibilities include:

  • Reviewing and processing vendor invoices
  • Verifying payment information and supporting documentation
  • Applying eligible discounts
  • Calculating sales and use taxes
  • Completing required 1099 reporting
  • Processing University travel applications and travel claims
  • Reconciling Business Travel Accounts each month
  • Ensuring compliance with University policies and applicable state and federal regulations

Actions to Approve Invoice

Invoice with a Purchase Order Number

Forward the invoice to [email protected] and write “Approved” in the email message.

Chartfield information is not required because it is already included in the purchase order. Include any special payment instructions, if applicable.

Invoice Without a Purchase Order Number or Direct Payment Request

Forward the invoice approval to [email protected].

Include the following information, as applicable:

  • Complete chartfield string
  • Department reference number
  • Required supporting documentation
  • Applicable forms, such as a Hospitality Form or Gift Expense Form
  • Any special payment instructions

Forms and Guides