Vendor Payments and Reimbursements
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, Financial Aid, and Honorarium payments
Please see the following CSE Announcement for more instructions:
Payments on Purchase Orders (POs)
Please Note: A Check Request is not required for invoices associated with an approved Purchase Order (PO).
- All invoices must reference the assigned Purchase Order (PO) number.
- Ensure invoices are billed to the entity name and billing address listed on the Purchase Order.
- Vendors should submit invoices directly to CSEPO@csuchico.edu for payment processing.
- If a vendor sends the invoice to the project, forward it to CSEPO@csuchico.edu and include written approval from an authorized project representative.
- If a vendor submits the invoice directly to CSEPO@csuchico.edu, CSE Procurement will contact the authorized project representative to obtain the required email approval before processing payment.
- Please allow up to 10 business days for payment processing after the invoice and required approval have been received.
- All CSE Accounts Payable policies and procedures apply to invoices submitted against a Purchase Order.
- Purchase Order Request (opens in new window)
- Purchase Order Instructions (PDF)
- Procurement and Purchasing Resources(opens in new window)
Fillable Check Requests
For payments not associated with an approved Purchase Order (PO), a Check Request is required, 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.
Policies
- 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 not associated with a Purchase Order, as well as business-related reimbursements.
• Lost Receipt Notification(opens in new window) - To replace a missing receipt after a reasonable effort has been made to secure a duplicate
• Prize/Award Payment Form (PDF)
• Donation Payment Form (DOC)(opens in new window)
• Stipend Payment Form for Non-Chico State Students/Non-CSU/CSE Employees(opens in new window)
• Non-Student CSE Grant Funded Loan Payment Worksheet(opens in new window) (not to be used for students enrolled under an official agreement at Chico State)
| 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 |
Join us via Zoom on Mondays, from 1:30 to 2 p.m., through December 2026
- Zoom Link(opens in new window)
- Meeting ID:
840 2559 7071 - Passcode: 966254