Accounts Payable

Frequently Asked Questions

If you have an approved purchase order dated in the current fiscal year but have not received an invoice or made payment, have your business officer send an e-mail to Russell Remington requesting that Accounting accrue the expected new year payment. Include all relevant info in the request.

If you have received a payment for services that will not occur until the new year, have your business officer send an e-mail to Russell Remington requesting that Accounting defer the new year payment received. Include all relevant info in the request.

In either case, have your business officer send an e-mail to Russell Remington requesting that Accounting defer the new year expense or revenue. Include all relevant info in the request.

Honorarium payments do not require any form of contract or purchase order. Please submit on a Form 5, with backup; either an invitation or schedule of the event they are participating in. Accounts Payable will need the home address and TID#. If any they are NON US citizens, contact Accounts Payable at x7037, as you will need additional processing information.

The UC Accounting Manual for Disbursements (D-371-16) governs the level of approval, and method of procurement for non-payroll transactions, including Reimbursements, entertainment, travel, consultants, honoraria, memberships, and moving expenses, among other things.

There are three ways to look for invoice payment information in EZ Access in the Accounts Payable section. Please click here for instructions.

Beginning on July 1, 2014, the University may qualify for a partial exemption of sales and use tax on certain research and development equipment purchases and leases. To be eligible for this partial exemption, your purchase must meet all three of these conditions:

  • Be engaged in certain types of business, also known as a “qualified person.”
  • Purchase “qualified property.”
  • Use that qualified property for the uses allowed by this law.

For eligibility and process questions, please contact Ron Hirst in Accounts Payable, or view the CA BOE's website:

www.cdtfa.ca.gov/industry/manufacturing-exemptions.htm

The Certificate form can be found here:

www.cdtfa.ca.gov/formspubs/cdtfa230m.pdf

The UCSB Partial Tax PERMIT NUMBER is: 015-036188

As outlined in Bulletin BUS-46, Use of University Vehicles :

  • Traffic/parking citations shall not be paid from any source of University funds.
  • The driver of a University vehicle is responsible for the payment of any traffic/parking citations incurred on or off University property during the time that said driver is responsible for the operations of the vehicle. University parking citations have the same legal authorization as those issued by municipal or state law enforcement authorities.

Also, according to the Accounting Manual Chapter A-253-27, Administrative Fund Payments, personal expenses incurred while on University business, such as traffic fines or parking tickets, are prohibited.

Generally, the UC is not exempt from sales tax. Our Purchase Orders in Gateway include the applicable sales tax rate.
However, there are some exemptions - such as resale, federal title, and some research equipment. Click here for specific information and applicable forms - any questions can be directed to Ronald.Hirst@bfs.ucsb.edu