APPLY
VISIT
GIVE
What if there isn’t an appropriate category on the Direct Pay form for the payment I’m requesting?
If there is not a category for your purchase, it is not allowed to be paid via a Direct Pay form. Please contact Procurement to discuss your options, extension 3799.
What type of support/substantiation must I include with my Direct Pay form?
All Direct Pay forms submitted must be accompanied by an invoice or receipt that itemizes each item purchased. Credit card charge slips alone are not reimbursable. Additionally, reimbursements must include proof of payment.
Some types of payments may require additional backup. For example, if the expense is considered Hospitality, an approved Hospitality form must be attached. See Hospitality site for additional information.
For all payments issued to non-employees (including reimbursements), it is required that we have a completed Vendor Data Record (STD. 204) on file in Accounts Payable. If it is a first time vendor, they will need to complete the form and submit it electronically according to the instructions provided near the top of the form. For security reasons, the Vendor Data Record should not be submitted via email.
Will Accounts Payable accept an account statement to substantiate a payment request?
No. An invoice that itemizes the goods or services being paid is required. A statement is not an acceptable form of substantiation.
What is an itemized receipt?
An itemized receipt has ALL of the following pieces of information on it:
1) Business Name
2) Date
3) Item(s) Purchased
4) Price of Each Item
5) Total Amount of Bill
6) Method of Payment
Notes about needing more than one piece of information to make up an itemized receipt:
- Sometimes you will need two receipts to show all of the necessary information. One receipt will show what was purchased, and the second receipt will show how you paid. Without both of these, your reimbursement request will be incomplete.
- Sometimes you are only given a document that shows the items purchased. This would most likely show the business name, date, item(s) purchased, price of each item, and the total amount of the bill. If you paid via credit card, attach the portion of your bank statement showing the amount on the invoice. Other times, you will be given a small receipt directly from the business showing that your credit card was charged. You should include both items in order to be reimbursed.
Will Accounts Payable accept a credit card charge slip to substantiate a reimbursement request?
No. A receipt that itemizes the goods being reimbursed is required. Most business are happy to print a duplicate receipt for you.
Signatures
Like invoices, the Direct Pay form must be signed by an approver with chartfield authority.
How can I find out who has chartfield signature authority or get someone added?
The Fiscal Officer or Academic Resource Manager (ARM) of each Division is responsible for assigning and maintaining signature authority.
Why does the payment take 30 days?
All vendor invoices are paid Net30 per campus policy. This means 30 days from the date of service or, for goods, 30 days from the date of invoice. Reimbursements to employees are paid due now, as are subscriptions/registrations.
Can I have the check sent to my department or can I pick it up?
All checks should be sent directly to the payees.
To request an exception if you need to FedEx a check or include original signed documents with the check, please include a Special Handling Request with your payment request.
Are services allowed on the Direct Pay Form?
No. See form drop-down menu for details. If you do not see it there, please contact Procurement to discuss your options (extension 3799).
Do I have to complete the Direct Pay form electronically or can I fill out a printed copy by hand?
For timely processing, we request that the form be completed electronically. This will ensure that the form is legible and the most current version of the form.
NOTE: Please complete all PDF forms in Adobe. Do not complete in your web browser because not all PDF functions are supported and may not work or display correctly.
What can I do to prevent my Direct Pay form payment from being delayed?
- Complete ALL fields, including “category” and “purchase justification.”
- If you do not see an appropriate category, do not submit it. Call Procurement.
- Include any additional backup documents.
- Attach only one invoice per form.
- Incorrect or incomplete Direct Pay forms will be mailed back to the requestor.
- If this is the first time the University has made payment to the vendor, the vendor will need to submit a Vendor Data Record (STD. 204).
- Combine all pages into a single PDF file.
- Make sure it is signed by someone with Signature Authority.
Can I use the Direct Pay form for Hospitality related expenses?
Usually, yes. Please refer to the available categories. We do prefer that, due to the high volume, Campus Dining be paid using campus p-card. Events requiring signed agreements or contracts, such as retreats and facilities use, and outside vendors providing catering on campus (this is considered a service) is not allowable on Direct Pay and a requisition will need to be submitted in advance.
NOTE: Approved Hospitality Authorization form must be included regardless of payment method.
If I received an invoice from a vendor or supplier, can I pay for the invoice and seek reimbursement afterwards.
No. Invoices must be paid by the University directly via Direct Pay, Purchase Order, or Procurement Card.
If I am an employee and purchasing office supplies or business related items from an online vendor, can I have the items shipped to my home?
No. All items must be shipped/delivered to a University campus business location.
See Procurement policies for exceptions related to remote employees.
If I am seeking a business expense reimbursement, do I need to provide itemized receipts or proof of payment?
Yes, receipts from the merchant indicating what was purchased, the cost, and proof of payment. A credit card receipt with no descriptive information of the items purchased and their costs is not sufficient.
Acceptable forms of proof of payment include:
- Debit/Credit Card
- Credit Card/Bank Statements (please black out anything personal)
- Last four digits of credit card match that on receipt
- Checks
- Front and Back of a cancelled check
- Cash ($200 Max) - must include formal store receipt
Can we accept a W9 in place of the Vendor Data Record STD 204 form?
Per State Administrative Manual (SAM) section 8422.190, form STD 204 must be completed by suppliers. The purpose of the STD 204 form is to obtain payee information for income tax reporting and to ensure tax compliance with federal and state law. The STD 204 is required for any non-governmental entity or individual entering into a transaction that may lead to a payment from the state. Therefore, a completed, dated, and signed STD 204 with handwritten or electronic signature must be on file with the state before payments are disbursed. Because the CSU is a State agency, an STD 204 is required in lieu of a W9. A completed STD 204 is also required for non-state employees authorized to receive expense reimbursements.
Who is required to submit a Vendor Data Record STD 204 form?
- New vendors
- Vendors with updates to their entity
- Non-employees receiving reimbursement, including:
- candidates
- students
- current DH student employees receiving a travel reimbursement for travel not related to their employment
- Auxiliary entities at other CSUs
- Private School Districts
- Chambers of Commerce
Who is not required to submit a Vendor Data Record STD 204 form?
- Current DH employees
- Current DH student employees receiving a travel reimbursement for travel related to their employment
- Government entities such as City or State departments
- Public School Districts
- Refund recipients
UPLOAD ACCORDING TO FIRST LETTER OF VENDOR NAME, AS SHOWN ON PO 
