Description of Services

The Office of Accounts Payable serves the university through the following:

  • Paying invoices (bills from vendors for goods or services)
  • Issuing checks per check requests from university departments
  • Processing payments for vendors or independent contractors
  • Maintaining vendor records in accordance with IRS regulations and for university history
  • Train, review, and process for university-wide Wells Fargo credit card program

Accounts Payable is also responsible for ensuring that IRS, California state withholding, state sales and use tax, and university guidelines are applied and reported properly.

Nonresidents of California

Vendors who are not residents of California may require additional information.

Payments made to California nonresidents, including corporations, limited liability companies, and partnerships that do not have a permanent place of business in the state of California or that are not qualified through the Office of the Secretary of State to do business in California, are subject to seven percent (7%) state income tax withholding (California Revenue and Taxation Code Section 18662). (When payments exceed $1,500 in a calendar year.)

Types of income subject to withholding include, but are not limited to, payments for services performed in California and payments of leases, rents, and royalties for property (real or personal) located in California. No withholding is required on payments for goods.

Should you have questions about our services or any of the forms or procedures located on this website, please review our FAQs, or email us at accountspayable@apu.edu or call us at (626) 815-4696.

Cash/Check Request

  • Check Request (PDF): The purpose of this form is to request a refund for an individual who was unable to attend an event or proceed with an activity for which the fees had already been paid.
  • Petty Cash - Cash Drawer (PDF): The purpose of this form is to establish a new petty cash drawer or maintain the chart fields to which a current drawer is being charged.
  • Petty Cash Closing Form (PDF): The purpose of this form is to close out an existing petty cash drawer.
  • Petty Cash Replenishment Form (PDF): The purpose of this form is to replenish a petty cash drawer when funds run low.
  • Request for Cash Advance (PDF): The purpose of this form is to request a cash advance for any event that may require an individual to have cash.

Vendor Forms

  • Vendor Information/Substitute W-9 Form (PDF): The purpose of this form is to obtain information about a prospective or current vendor to set them up or maintain them in the system. It provides the necessary banking information if ACH or CC payment is selected, as well as W9 certification and residency declaration for tax purposes according to state and IRS requirements.
  • CA Form 587: Nonresident Withholding Allocation Worksheet (PDF): The purpose of this form is to provide the necessary information to the Business Office to determine whether a nonresident of California needs to have withholding of 7% taken from their payment. This is required by the California Revenue and Taxation Code (R&TC) Section 18662. California nonresidents who are exempt must complete the California Withholding Exemption Certificate (Form 590) in order to be exempt from this 7% income tax withholding (complete form below).
  • CA Form 590: Withholding Exemption Certificate (PDF): The purpose of this form is to provide the Business Office with an exemption certification reason. This exempts the nonresident from the state withholding of 7% under California Revenue and Taxation Code (R&TC) Section 18662.
  • Wire Request/Budget Authorization Form (PDF): The purpose of this form is to obtain the required vendor information that includes their international banking information for the Treasury Dept. to complete the wire. It also includes the department account numbers to charge and budget managers approval of the wire.
  • ACH Automatic Deposit Vendor Form: Please use the Vendor Information/Substitute W-9 form, Section 4, to enter this information.
  • Form W-9: Request for Taxpayer Identification Number and Certification: Please use the Vendor Information/Substitute W-9 form, Section 4, to enter this information.
  • Wells Fargo Credit Card Form (PDF): The purpose of this form is to add new and current vendors up on the Wells Fargo Credit Card payment system. This allows vendors to receive a credit card payment instead of a manual check or ACH payment.

Expense Reimbursement

Wells Fargo

Independent Contractors