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Accounts Payable Department
Frequently Asked Questions (FAQs)

I have an invoice; how do I get it paid?
If a purchase order was not requested for the items listed on the invoice, you will need to complete a check request. Attach the original invoice and a copy of the invoice to the check request and send it to Accounts Payable. The check request form and instructions are located on University of La Verne’s website under Accounts Payable. If a purchase order was used, you will need to reference the purchase order number on the invoice, approve (signature approval) the invoice, and send it to Accounts Payable. The individual approving the invoice must be listed on the Accounts Payable Signature Authorization Form. Do not issue a check request if a purchase order was issued.

When do I use a check request form?
Use a check request form to request payment for subscriptions, seminars, minor emergency supplies, petty cash replenishments, honorariums, membership dues and cash advances. The check request should only be used if a vendor or payee will not accept a purchase order.

How do I request reimbursement for expenses incurred out-of-pocket on behalf of University of La Verne?
Complete an expense reimbursement request form located on University of La Verne’s website under Accounts Payable. The form is an interactive form and must be completed online and printed. The instructions for completing the form, including the approval process, are also on this website.

What is a Banner/ULV (University of La Verne) ID#?
The Banner ID/ULV ID# is your 8-digit ULV ID# that is assigned to all faculty, staff, and students upon employment or enrollment at the University of La Verne. If you do not know your 8-digit number, you can contact the Registrars’ Office. Only use the Banner/ULV ID# when a request is payable to faculty, staff, or a student.

What expenses are reimbursable?
Read the Travel Expenditures Policy located on University of La Verne’s website under Accounts Payable. All expenses must have a business purpose or connection with University of La Verne and must be approved in advance by the department dean, chair, or management representative who is responsible for the particular program/department that will pay the expenses. Types of expenses that are reimbursable are: mileage to and from seminars, University of La Verne sponsored meetings and workshops, meal(s) while at a seminar or conference, small emergency supply purchases, parking, lodging and airfare. You can not pay an individual or sole proprietor directly and request reimbursement. University of La Verne must pay an individual or sole proprietor directly.

I am going to a conference for several days; may I request a cash advance?
Yes. The department head will need to approve the request. Complete a check request form, making sure to put the purpose for the advance and the date of occurrence in the description area on the check request form. The instructions and check request form can be located on University of La Verne’s website under Accounts Payable. You will need to complete an expense report after the event, to account for the cash advance.

Who can approve a request (check request, expense report, requisition or purchase order change form) that is sent to Accounts Payable?
The Dean, Department Chair, or Director who is responsible for each program’s budget has the authority to assign individuals approval authority. The levels of authority differ in various programs/departments; check with the Dean of the department to verify who can approve. All Clubs/Organizations will require an Officer’s approval in addition to the Advisor or Student Affairs Representative. Once the approval authorities are established, an Accounts Payable Signature Authorization Form needs to be completed for each program/department. The A/P Signature Authorization Form and instructions are located on University of La Verne’s website under Accounts Payable. A new form needs to be completed each time there is a change in approval authority. If a name is just being added or deleted, the new/updated form needs to include all individuals’ names and signatures, not just the approval name being changed. No one has the authority to approve her/his own request.

What is a program number?
A program number is an eight digit number that is assigned to each program/department at University of La Verne. You can obtain this number from the individual responsible for a program’s budget.

What is an object code?
An object code is a four digit code that is assigned to each type of expense (travel, lodging, meals, supplies etc.). A listing and description of commonly used object codes can be located on University of La Verne’s website under Accounts Payable.

How do I list several lines of mileage that will take up more than one expense report form?
Complete a mileage log sheet that is located on University of La Verne’s website under Accounts Payable. The log sheet is an interactive form that you complete online and print. You will still need to complete an expense report form and attach the log sheet to the form. In the description of the expense report form, type “see attached log sheet” and enter the total number of miles from the log sheet in the mileage column. The system will calculate the reimbursement amount by multiplying the total number of miles by the current mileage rate.

What do I do with an invoice that I received for a renewal (membership dues, subscriptions)?
If there is not a purchase order for the renewal, complete a check request form, have it approved, attach the original invoice and a copy of the invoice to the check request and send it to Accounts Payable. The original invoice will be mailed with the check. The invoice copy will be retained in Accounts Payable.

I have an order form for books and/or supplies; do I complete a check request or a requisition?
Check to see if the vendor will accept a company purchase order. This is usually stated on the order form, or you may have to call the vendor. If the vendor will accept a purchase order, complete a requisition form and attach the order form to the requisition form (requisition form can be located on University of La Verne’s website under Purchasing). Have it approved and send it to Accounts Payable. If the vendor will not accept a purchase order, you will need to complete a check request. Attach the original order form and a copy of the order form to the check request and send it to Accounts Payable. If the department will mail the check out directly, indicate this fact on the check request.

I have a seminar registration form; do I complete a check request or a requisition?
Follow the same instructions as given in the previous question. If the vendor will accept a purchase order, complete a requisition. If the vendor will not accept a purchase order, you will need to complete a check request. The check request form and instructions are located on University of La Verne’s website under Accounts Payable.

How do I pay someone for contracted services, honorariums, and stipends?
Log on to University of La Verne’s website, click on Accounts Payable and read “Employee vs. Independent Contractor” (under Form Instructions and Policy) to determine if the individual should be treated as an employee or a contractor. If it is determined that this person is a contractor (non-employee), complete the following steps:

Please note that you can not pay an employee through Accounts Payable; contact Human Resources to find out what is required to pay a current or former ULV employee for services rendered outside of their regular job duties. Also, you can not pay an individual out-of-pocket and then request reimbursement. Request for such reimbursement will be denied. The individual must be paid by the University directly.

What is a W-9 Form and why is it needed?
A W-9 form is an Internal Revenue Service form that indicates a taxpayer’s identification number and certification. IRS regulations require University of La Verne to obtain taxpayer identification numbers for vendors, individuals, and contractors with which the University does business. If a department is going to do business with a vendor or individual for the first time, a W-9 form needs to be requested before the product is ordered or the service is rendered. The W-9 form is located on University of La Verne’s website under Accounts Payable.

I want to purchase computer hardware and software; what do I do?
Contact the OIT Department to inform them of your request. OIT will provide you instructions as to how your request will be processed. All computer software and hardware purchases, (including maintenance or license fees) must be approved by the OIT Department before sending the request or requisition to Accounts Payable.

How long does it take to get a check processed?
The deadline for receiving check requests and expense reports in Accounts Payable is Friday at noon to be able to get a check issued the following Friday. The date and time that the request is received in Accounts Payable will determine the issuance date of the check (assuming the form was completed properly). For example, if an expense report or check request is received in Accounts Payable before noon on a Friday and the form is not properly completed or is missing backup, the form will be returned to the requestor for correction. The date that the form is received back in Accounts Payable fully and properly completed is the date that is used to determine when the check will be issued.

Where can I obtain a requisition form or purchase order change form?
The forms and instructions are located on University of La Verne’s website under Purchasing. Contact the Purchasing Department at extension 4542 or 4541 if you have further questions.

What if I receive a purchase order that has incorrect information on it?
Contact the Purchasing Department immediately to have the purchase order corrected.

What if I receive an order directly from the vendor (as opposed to the order being delivered to Central Receiving) that was placed with a standard purchase order?
Verify the items received agree with what was ordered on the purchase order. You will need to forward the signed packing/delivery slip to Purchasing with a note indicating the receipt of the items and purchase order number. Purchasing will attach the packing/delivery slip to the purchase order receiver and forward it to Accounts Payable for payment. If there is no packing/delivery receipt, you need to contact the Purchasing Department and inform them of the delivery so that the purchase order receiver can be sent to Accounts Payable. It is important that Purchasing is notified of deliveries that come directly from the vendor and not via Purchasing/Receiving. If an invoice is received with the order, approve the invoice make sure the purchase order number is referenced and send the invoice to Accounts Payable (do not keep the invoice). If the invoice reference’s a purchase order, make sure that you notify Purchasing/Receiving.

What is an open/blanket purchase order?
If the department plans to order certain supplies or services throughout the fiscal year from the same vendor, complete a requisition and indicate that it is for an open purchase order. If the order is for supplies, specify if the supplies or books are for teaching, office, or operational. If the order is for facility use, state the purpose (what, why & who) for the use. Indicate the estimated dollar amount for the fiscal year and send it to Accounts Payable. It will be reviewed in Accounts Payable, budget checked in Treasury Management and approved by the Business Office. The requisition will be sent to the Purchasing Department where a purchase order will be processed. Each department needs to track the balance of the open purchase orders to ensure that the amount remaining on the purchase order can cover what is being ordered. If invoices are submitted and there is not enough left on the purchase order, the invoice cannot be paid until the purchase order is increased.

What is required when requesting payment of an invoice with an open purchase order?
The department should approve (signature approval) the invoice, attach the packing/delivery slip and forward them to the Accounts Payable Department (the approver needs to be listed on the A/P Signature Authorization Form). It is imperative that the open purchase order number is indicated on the invoice. The Accounts Payable Department will verify the approval and open purchase order number and process the invoice for payment.

I have an open/blanket purchase order that I want to increase/decrease or close, what do I do?
Complete a purchase order change form (located on University of La Verne’s website under Purchasing) to have the purchase order modified as necessary.

What do I do if I have technical problems with the form, such as access difficulties, print problems, or calculation issues?
Contact the OIT Help Desk at (909) 593-3511 extension 4130.

What if I requested and received a check and later determine that it was not needed?
Write “Void” on the face of the check, write the purpose for the void on the stub of the check or attach a note to the check indicating the reason the check was not needed and send it to Accounts Payable. When the check is voided in the A/P system, the amount is automatically credited back to the applicable program account.

If I have a check that is over six months old, may I still cash it?
No. The check is stale-dated, and the bank will not honor it. Write “Void” on the check, attach a note to reissue or not reissue and why and return the original check to Accounts Payable.