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, 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
During the period of telecommuting, CSE will process check requests from email requests vs. paper. Be aware that turnaround time for payment could be delayed based on capacity.
A new fillable check request has been added to CSE’s webpage for your convenience. If necessary, use the second page fillable form as well.
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. Check Request Forms can be picked up at the CSE Administration Office.
• 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)
• Honorarium 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)