Purpose
To ensure that invoices submitted to Chico State Enterprises (CSE) Accounts Payable (AP) are correctly billed to the appropriate entity, thereby streamlining the payment process and eliminating the potential for duplicate payments, outstanding balances, debt-collections, and purchasing freezes.
Scope
This procedure applies to all faculty, staff, and departments submitting invoices to CSE AP for payment.
Policy
Invoices paid by CSE AP must be billed to one of the following:
- Chico State Enterprises (CSE), or
- The University Foundation, California State University Chico (UF)
Important: A completed Payee Data Record (PDR) must be on file with CSE AP prior to invoice submission.
Procedure:
- Identify the appropriate Bill-To entity based on your project number:
- CSE Projects: Nine-digit numbers starting with 5, 65, 70, 75, 80, SP, AG, JL.
- UF Projects: Nine-digit numbers starting with 1, 2, 35, 4, 45.
- CSE and UF are separate legal entities and are distinct from Chico State. Do not submit invoices with a Bill-To entity of Chico State.
- Communicate proper Bill-To information with vendors:
- Name: Chico State Enterprises OR The University Foundation, California State University Chico
- Project/Center or College: Passages or College of Business
- Address: 25 Main Street, Suite 103 Chico, CA 95928-5388
- The Project/Center/College address may be used instead of the address above; however, it is the responsibility of the Project/Center/College to ensure timely submission of invoices to CSE AP.
- Verify that the invoice is billed to the correct entity (either CSE or UF) before submitting it to CSE AP.
- What if?
- If an existing agreement with a vendor is under Chico State but you intend to use CSE or UF funds, the agreement may need to be canceled and re-established with CSE or UF. Contact CSE Procurement Services (cseagreements@csuchico.edu) for guidance.
- If a credit application is required to update the account name to CSE or UF, submit it to CSE Finance (csefinance@csuchico.edu) for processing.
Handling Incorrectly Billed Invoices:
- Check requests submitted to CSE AP prior to March 17, 2025, with incorrectly billed invoices will be reviewed on a case-by-case basis.
- CSE AP will contact the requestor and hold the request for up to 48 hours to obtain a corrected invoice if needed.
- Invoices billed to Chico State on CSE/UF agreements will not be paid. The Bill-To name must reflect the signed agreement on file. No exceptions will be made.