Frequently Asked Questions – Accounts Payable
1. How do I process a payment for a service 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 travel related expenses.
5. How do I fill out a Direct Pay form?
 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 invoices be processed/paid?
 Your invoice will be processed by Accounts Payable within 14 days after receipt of completed and
approved documents.
 A payment will issue based on the terms of the vendor.
 The default payment term for commercial 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.
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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 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 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 staff 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 to http://www.sonoma.edu/finance/accounts-payable/ ). It will be
updated periodically.
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15. Can I personally pay someone (an individual or a business) who either 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?

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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.
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