Direct Payment Request Instructions

General Instructions

Review the Delegation of Purchasing Authority Guideline and Signature Authority Guideline
Complete the form and click on the print button. Please continue reading this page for instruction details.
By default the date, page number and URL will appear as a header and/or footer on the printed form. You can modify the information included in the header and footer or remove it entirely. Please follow the instructions to configure your printer.
Return the completed form, receipts, and supporting documents to:
University Controller's Office - Accounts Payable, Foundation Building Suite 280, 6300 State University Drive, Long Beach CA 90815

Indicate Business Unit

Check the box to identify the entity that will be making the payment to the supplier. For Inter Business Unit - if there is a Campus fund, Campus will make the payment. If between Research Foundation and 49er Foundation, Research Foundation will make the payment.

Complete the general information sections about the payment being requested

Date - Date of when the request is being made. Must be mm/dd/yy format.
Department Name - Name of the department making the payment request
Dept. Reference - Optional department information
Invoice Date - The date of the invoice being presented for payment. Must be mm/dd/yy format
Invoice# - The vendor's unique document number, indicated on the invoice
Invoice Amount - Dollar amount listed on the invoice to be paid

Using the check boxes, describe the Payee or Supplier

A vendor 204 form must be on file with the Accounts Payable department for all vendors unless: 1) the payee is a CSULB student 2) the payee is a CSULB employee 3) the payee is being refunded monies previously collected by the campus. Examples of a refund: return of a deposit, payment for returned show tickets originally paid by check or cash, or a cancelled citation.

Please note a vendor 204 form is a substitute W9.

Payments made to US Citizens who are not California residents may be subject to California State Withholding.

Payments made to Non US Citizens require a Foreign National Information Form (FNIF) be submitted to Accounts Payable prior to payment. Payments made to foreign nationals may be: 1) restricted by type of Visa and 2) subject to both Federal and State Tax withholding. Employees of State Agencies including the other CSU campuses should be disclosed as "Other State Employee". These vendors may require special payment handling.

Indicate the full name, remittance address and contact information for the payee

Please enter payee name, mailing address, phone and email. You may also add DBA, doing business as, if necessary.

Indicate the chartfields - where the amounts will be expensed

NOTE: Amounts should total the dollars being paid to the vendor.

Example 1 - One Business Unit paying the expense

The business unit is the operating entity that "owns" the fund: LBCMP(Campus), LBFDN(Research Foundation) or the LB49R(49er Foundation).

chartfield info sample with one business unit paying the expense

Example 2 - Multiple Business Units being charged

For Inter Unit - if there is a Campus fund, Campus will make the payment. If between FDN and 49R, FDN will make the payment.

chartfield info sample with multi business unit charged

The Chartfield requirements for:

Research Foundation, Non Grants

Account, Fund and Dept ID

Research Foundation, Grants

Account, "G" Fund, Dept ID and Project

49R Philanthropic Foundation, Endowment Funds

Account, Fund, Dept ID and Program

49R Philanthropic Foundation, Non Endowment Fund

Account, Fund and Dept ID

Example 3 - External Billing

In this example the Campus is paying the entire bill to the vendor and a small portion is to be recouped from a third party. The program code you indicate triggers the billing process to the external party.

In this example, program code E0106 will trigger the Controller’s Office to bill LB Unified School District. Please refer to People Soft for other external billing codes.

Enter the justification or purpose of the expenditure

The description should demonstrate the benefit to the educational mission of the University, or the justification as an expense of the Project.

Approvals

The responsibilities/signature section of the form must be completed. The person requesting the payment must be different from the Appropriate Administrator/Approver. If the Payee is a student or an employee seeking reimbursement, he/she must sign the form. The phone number of the requester, if different from the payee, is required in case Accounts Payable has any questions regarding the payment.

Reminder: Employees seeking reimbursements should be encouraged to sign-up for Direct Deposit with Accounts Payable.

Special Disposition Request

Accounts Payable will include standard enclosures with a payment if requested and the enclosures are provided with the Direct Payment form. All checks will be sent via US mail. If a special exception is to be sought, you must justify the exception. Such as, confidential enclosures must accompany the payment. General pick-ups will not be allowed.

Attach all receipts, invoices and supporting documentation to this form and submit to Accounts Payable

LBCMP/LBFDN/LB49R
University Controller's Office - Accounts Payable, Foundation Building, Suite 280, 6300 State University Drive, Long Beach, CA 90815-4680 Phone: (562) 985-2512

If you have any problems completing this form, please contact fmsupport@csulb.edu.