CSUM

Accounts Payable

Accounts payable is responsible for processing payment for goods, services and reimbursements on behalf of the university and its auxiliaries - CMA Foundation and CMA Associated Students.

Direct Vendor Purchases

For those purchases that do not require a purchase order, Accounts Payable can make a payment directly to the vendor. Items that meet these criteria include, but are not limited to: subscriptions, low dollar purchases (under $2,000), and advertising. Please see the Purchasing Department for a complete list.

To process a direct vendor purchase, complete a Direct Expense form, include the chartfield coding for the expense, attach supporting documents, including the vendor signed copy of the state Form 204, get authorizing signature, and forward to Accounts Payable for processing. Please allow two weeks for payment.

Note – The State of California requires vendor tax information before payments can be made. We collect vendor information, such as individual or corporation, social security number or federal tax id, withholding status, etc, on Vendor Data Record (Form 204). This form must be on file prior to contracting to do business with a vendor.

Payments for Goods with a Purchase Order

All items on purchase orders are required to go through the Receiving Department.  If you are sent the item directly or if you pick up the item yourself, please notify the Receiving Department.  Please note that payment cannot be made to the vendor without the receiving information.  Please note that in order for the Accounts Payable Department to make timely payments to vendors, we need everyone's help in promptly providing receiving information and processing invoices.

Payments for Services with a Purchase Order

Approval from the department is required for those services obtained with a purchase order.  Upon receipt of an invoice, please write approval on the invoice and date and forward to Accounts Payable.  If there is a problem with the service, please notify Accounts Payable so payment can either be held or postponed.  Prompt approval and processing of the invoice will allow us to make timely payments to the vendors.

Employee Reimbursements

Employees may be reimbursed for an expense on behalf of Cal Maritime, in accordance with the Direct Payment Policy. Examples include reimbursement for professional licenses, membership dues, and uniform allowances (see HR for specific information). The supervisor or department head should approve the expense in advance. The employee must complete a Direct Expense Form, including information regarding reason for the expense, the chartfield coding for the expense, and detailed original receipts supporting the amount. All employees must get an authorizing signature before forwarding to Accounts Payable.

Expenditure Coding

Cal Maritime uses PeopleSoft for the campus financial software. To code your expenditures, we need the following chartfield information:

• 6-digit expense account (all expenses start with a 6)
• 5-digit fund code
• 5-digit dept id
• 5-digit class code, if required  

We have a variety of account codes to classify your expense. Please review the expense account listing. Please contact the budget officer at (707) 654-1086 if you have a special expense, which is not classified in the existing list.

Please contact the Accounting Department if you require assistance with chartfield coding.

Disbursement Schedule

Please allow two weeks for normal payment processing. The Accounts Payable Office processes checks every other Wednesday.

Completed paperwork must be submitted to Accounts Payable by deadline. Every effort will be made to process the payment in that weeks check run. Please note, incomplete paperwork, including missing signatures, original detailed receipts, approvals, and chartfield coding, missing vendor data records, will delay the payment.