Vendor Payments, Reimbursements and Contract Services
Accounts Payable is responsible for processing the following types of payments in accordance with the laws of California and applicable federal laws of the Internal Revenue Service.
- Payment of invoices
- Reimbursements for travel, hospitality, and business-related expenses
- Petty cash replenishments
- Award and Prize recipient payments
- Donation, Stipend, and Honorarium payments
Please see the following CSE Announcements for more instructions:
- Virtual Operations and Delivery of Services in Response to COVID-19 (MAR 24, 2020) (PDF)
- Service Delays in CSE Accounts Payable and Sponsored Contracts (APR 14, 2022) (PDF)
Fillable Check Requests
All payment requests require the submission of a Check Request along with the appropriate CSE form for the payment type (e.g., invoices, awards, stipends, honorariums, reimbursements for travel, hospitality, etc.) being requested.
Please send complete check requests to the appropriate Check Request Inbox below.
Do I need a Payee Data Record?
Individuals who receive payments from Chico State Enterprises (CSE) or the University Foundation (UF) must fill out a Payee Data Record before a payment is processed when the income is tax reportable. Examples of reportable income include but are not limited to payments to vendors, independent contractors, guest speakers, performers, scholarships, prize and award recipients, and stipends.
Note: This form contains Level 1 data and should not be sent via email, but collected via a secure Box link provided by CSE AP.
- How to Request Payment
To process payments, adequate supporting documentation is necessary to request payment and substantiate the expense, such as original, itemized receipts including evidence of payment.
• Check Request Form – used to process vendor payments and business-related reimbursements. See above.
• Lost Receipt Notification RF (DOC)(opens in new window) - To replace a missing receipt after reasonable effort has been made to secure a duplicate
• Lost Receipt Notification UF (DOC)(opens in new window)
• Award Payment Form (DOC)(opens in new window)
• Donation Payment Form (DOC)(opens in new window)
• Stipend Payment Form for Non-Students (DOC)(opens in new window)
• Stipend Payment Form for Students (DOC)(opens in new window)
| ufcr@csuchico.edu | Check requests for UF projects starting with 1 through 4 |
| csecr@csuchico.edu | Check requests for CSE projects starting with 5 through 8 or JL |
| spcr@csuchico.edu | Check request for Sponsored projects starting with SP |
| farmcr@csuchico.edu | Check requests for Farm projects only |
Contract Services
Independent Contractor Information
Payments to new independent contractors from CSE AP require pre-approval from CSE HR. For information regarding independent contractors and to request approval, please contact CSE Human Resources at csehr@csuchico.edu.