Accounts Payable

Providing Accurate Payments

Accounts payable provides timely and accurate payments to corporation, Associated Students, Inc. and student club vendors as well as reimbursements to faculty, staff and students. We also make sure that the payments are made following corporation policies and federal and state laws. During any given week, we process and send out more than 700 checks, all within 30 days of receipt.

Responsibilities

  1. Print and mail checks daily
  2. Enter vendor invoices and faculty/staff reimbursement requests daily
  3. Process check requests and printing daily for all ASI and student organizations
  4. Prepare 1099s for ASI and student organizations
  5. Process and mail 1099s to vendors, faculty, staff and students
  6. Transmit 1099 files to the IRS
  7. Report independent contractors to the EDD
  8. Ensure compliance with company policy as well as federal and state rules and regulations

Resources

Accounts Payable

W9 - Request for Taxpayer Identification Number and Certification

Use this form to provide your correct Taxpayer Identification Number to your employer.
Size: 120.16 kb
Hits: 339
Date added: 06 - 05 - 2018
Date modified: 06 - 05 - 2018

Stipend Tax Reporting - 06/2015

This is intended to introduce students to the tax rules applicable to recipients of stipends.
Size: 21.79 kb
Hits: 325
Date added: 02 - 15 - 2018
Date modified: 05 - 29 - 2018

Sole Source Purchase Justification Form

Purchasing Policy subjects the Cal Poly Corporation to competitive bidding rules. Purchase requisitions for goods and services over $5,000 that are to be purchased from a specific vendor or limited to a specific brand where substitutes to the suggested vendor or brand are unacceptable must be accompanied by the justification explaining the circumstances that make alternatives unacceptable.
Size: 36.81 kb
Hits: 415
Date added: 02 - 15 - 2018
Date modified: 05 - 21 - 2018

Sole Source Justification Guidelines

Sole source justification guidelines for Cal Poly Corporation.
Size: n/a
Hits: 347
Date added: 04 - 17 - 2018
Date modified: 05 - 21 - 2018

Requisition Form Instructions

Step-by-step instructions for completing and submitting your requisition form.
Size: n/a
Hits: 436
Date added: 04 - 17 - 2018
Date modified: 05 - 21 - 2018

Requisition Form

Form for requisition with sales tax
Size: 41.31 kb
Hits: 602
Date added: 02 - 15 - 2018
Date modified: 05 - 21 - 2018

Requisition/Purchase Order Quick Reference

Upon receipt by the Corporation Business Office, a requisition will be entered into the system and a purchase order will be mailed to the vendor (unless otherwise indicated on requisition form) and a copy will be sent to the requester.
Size: n/a
Hits: 432
Date added: 04 - 17 - 2018
Date modified: 05 - 21 - 2018

Request for Petty Cash Reimbursement

Form to fill out when requesting petty cash reimbursements.
Size: 46.00 kb
Hits: 420
Date added: 02 - 15 - 2018
Date modified: 05 - 25 - 2018

Petty Cash Quick Reference

Quick reference guide for petty cash.
Size: n/a
Hits: 392
Date added: 04 - 17 - 2018
Date modified: 05 - 21 - 2018

Missing Receipt Form

This form is to be used when an invoice, receipt, or other supporting documentation is misplaced or not received.
Size: 209.33 kb
Hits: 546
Date added: 06 - 19 - 2018
Date modified: 06 - 19 - 2018

Income Object Codes

This is a list of the most frequently used object codes.
Size: 123.79 kb
Hits: 355
Date added: 02 - 15 - 2018
Date modified: 05 - 21 - 2018

Hospitality Matrix

This matrix outlines common types and allowable sources for payment of hospitality expenses.
Size: 197.74 kb
Hits: 594
Date added: 02 - 15 - 2018
Date modified: 05 - 25 - 2018

Hospitality Justification Form

This form is required for hospitality-related expenses, including, but not limited to, hosting, food and beverages, gifts, and promotional items.
Size: 405.44 kb
Hits: 802
Date added: 02 - 15 - 2018
Date modified: 05 - 25 - 2018

Hospitality Expenses Policy for Payment Reimbursement

This is the procedure guidelines and business process guide for Cal Poly's hospitality policies. This is to be followed for all hospitality expenses.
Size: 339.12 kb
Hits: 699
Date added: 02 - 15 - 2018
Date modified: 05 - 25 - 2018

Guest Lecturer Form

Form to fill out for a guest lecturer.
Size: 40.57 kb
Hits: 350
Date added: 02 - 15 - 2018
Date modified: 05 - 21 - 2018

Check Request Quick Reference

Check Request quick reference guide.
Size: n/a
Hits: 392
Date added: 04 - 17 - 2018
Date modified: 05 - 21 - 2018

Check Request Form Instructions

Step-by-step instructions for completing your check request form.
Size: n/a
Hits: 442
Date added: 04 - 17 - 2018
Date modified: 05 - 21 - 2018

Check Request Form

Form to fill out when requesting a check
Size: 84.08 kb
Hits: 1402
Date added: 02 - 15 - 2018
Date modified: 05 - 21 - 2018

Cal Poly Corporation Fund Expenditure Guidelines

These management guidelines implement Corporation Board Policy Statements No. 106, Source and Use of Public Relations Funds; No.111, Purchasing Policy; and No. 112, Travel Expense Reimbursement Policy.
Size: n/a
Hits: 639
Date added: 02 - 22 - 2019
Date modified: 02 - 22 - 2019

ACH Enrollment Form

Vendor payment electronic funds transfer authorization form.
Size: 25.88 kb
Hits: 367
Date added: 02 - 15 - 2018
Date modified: 08 - 08 - 2018

(805) 756-2218

Building 15, Room 100-6

1 Grand Ave
San Luis Obispo, CA 93407

Monday–Friday

8 a.m. – 5 p.m.