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Frequently Asked Questions

For your convenience, we have provided a list of frequently asked questions and answers. If you don’t find the information you are looking for, please call us at (626) 815-4696 or email accountspayable@apu.edu.

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Once I’ve received an invoice, how do I get it paid?

On the invoice, write the account number to be charged and have the budget manager sign it. Then forward the original invoice to the Accounts Payable Department. We don’t accept invoices via fax or email because of the high rate of duplicate payments that occurs when invoices are processed that way. If you have an invoice that is past due and needs immediate attention, contact the Business Office at (626) 815-4696.

What is a check request and when should it be used?

A check request is used for miscellaneous types of refunds when you don’t have an invoice.

What is the turnaround time for a check request?

Check requests are completed bi-weekly on Monday and Thursday. The processing time is generally 1–2 weeks. Please indicate on the request form if you would like the check mailed to the payee, campus mailed, or picked up by the department. We need the original form to process a request. If you need a request expedited, you may email the form to accountspayable@apu.edu and then follow-up with the original.

May I use a check request to pay a student and/or employee for services provided?

No. An invoice, contract, or SSA must be completed and submitted for independent contractor payments.

I have an urgent check request. What is the best way is to get it taken care of as quickly as possible?

The quickest way to get your check request processed is to hand-deliver it to the Accounts Payable Department, located at Foothill Community Church, 777 E. Alosta Ave.

What if I have an emergency and need a check immediately?

You must hand-deliver a completed Check Request form or an invoice to our department, located at Foothill Community Church, 777 E. Alosta Ave., by 10 a.m. on Monday or Thursday, in order for check to be made that day. If you need an urgent check on any other day, ask to speak with the Accounts Payable manager.

What happens if I receive an invoice for which I didn’t put in a purchase request? Do I need to enter a purchase order (PO) now?

No. On the invoice, write the account number to be charged and have the budget manager sign it. Putting in a PO after the fact will cause a delay in the payment to the vendor.

How often are vendors paid?

Regular check runs are completed on the 8th, 18th and 28th of the month. If the day falls on a weekend, the check run will be completed on the following Monday. Invoices are released on those dates according to the vendor payment terms. To ensure a vendor is paid within our timelines, forward all completed invoices to the Accounts Payable Department at least three business days before the listed dates.

How do I know if a particular vendor invoice or check request has been paid?

Call our main line at (626) 815-4696. Be sure to have the following information prior to calling: Vendor or individual’s name, PO number if applicable, invoice number, invoice amount, and the invoice date.

What qualifies someone to be an independent contractor?

Independent contractors are individuals who do not meet the qualifications of an employee, but provide a service to the university. These include individuals like a guest speaker, performer, clerical worker, or a consultant. Please review the Independent Contractors Basics (MS Word) and Hiring of Non-Residents of California and the United States of America as Employees or Independent Contractors (PDF) for instructions. Non-resident status applies to non-residents of California and/or the United States. If you have any questions, please contact accountspayable@apu.edu.

Are Social Security numbers required for reimbursements?

No. Only your employee ID is required for reimbursements. It is also helpful to provide your mailing address on the forms. This will help expedite the payment as well as reduce the reimbursement check from being returned or lost if you’ve moved and our system hasn’t yet been updated. The most current Expense Reimbursement form is located on the Forms section of this site.

When do I need to put in a purchase requisition/purchase order?

A purchase order (PO) is required to spend money within your budget. Purchase orders are required for all products ordered from vendors and for travel, cash/check advances, and meal money. The PO process begins by entering a purchase requisition (PR) into PeopleSoft. After the PR has been approved by your budget manager and Accounts Payable, a PO is printed with your assigned PO number. Please give your PO number to your vendor so they have a guarantee of payment and may fulfill your order. A PO is a legally binding document.

How do I obtain a purchase order?

The purchase order (PO) process begins by entering a purchase requisition (PR) into PeopleSoft. After the PR has been approved by your budget manager and Accounts Payable, a PO is printed with your assigned PO number.

How do I know my purchase order has been printed?

One way to know if your purchase order has been printed is by receiving a copy of your PO through campus mail. Another way is by going into PeopleSoft and reviewing the Manage Requisitions screen. Enter the PR number and click on the triangle on the left of the blue Req ID number. A purchase order icon will be highlighted if a PO was issued. Double click on the icon to obtain the number.

What do I do if I cannot find my vendor in PeopleSoft when entering a purchase requisition?

Click on “Suggest New Vendor” and enter all your vendor information so the purchasing coordinator can add the vendor. The vendor must complete a W-9 before they can be entered into the system. This can be faxed, emailed, or campus mailed to our office. Please put your PR number on the W-9 so we can tie the vendor to your purchase request.

A vendor claims they have not received payment. How do I request a stop payment and reissue of the check?

Contact us at (626) 815-4696. We will pull up an inquiry and can confirm whether the check has been issued and to what address it was mailed. If we had an incorrect address on file, we generally require 10 business days from the issue date before a stop payment and reissue can occur.

How do I find out if a check has been issued for a vendor's invoice?

If a PO was created for the vendor, you may look in Manage Requisitions. Enter the PO or PR number and click on the triangle on the left of the blue Req ID number. A payment icon will be highlighted if a check was issued. Click on this icon for the check details (i.e. check number, date check was issued, etc.). If you do not see the payment icon highlighted, or did not have a PO created for the vendor, then call us at (626) 815-4696.

How do I get a credit application processed for a new vendor that requires one before they will accept an order?

Credit applications must be completed by our department. Please email the application to accountspayable@apu.com or send via campus mail for processing.

Where is the Business Office and how do I get there?

The Business Office (which includes Accounts Payable, Budget Administration, Cashiering Services, Collections, General Accounting, Grants Administration, Investment and Treasury Service, Payroll, Perkins loans, and Purchasing) is at 777 E. Alosta Ave. - Foothill Community Church located upstairs in Building D. We are between Citrus and Rockvale on the north side of Alosta, across the street from KFC, and Taco Bell. Parking for visitors is located on the east end of the church property, where the basketball court is. Please do not park on the west end of the church.

Who do I contact for an increase to my Wells Fargo credit card?

Contact Accounts Payable at Ext. 4696, and they will direct you to a program administrator who can assist you.

Who do I call if my Wells Fargo card is lost or stolen?

Contact Wells Fargo immediately at (800) 932-0036. They will advise you on what steps to take and will contact the program administrator at APU.

What are the cut-off dates for reconciling my credit card?

Credit cards need to be reconciled by the 6th of the month. Approvers need to approve reconciled statements by the 10th of the month. All statements with original receipts need to be turned into Accounts Payable by the 15th of the month.

What if I have updated account information and have already reconciled my statement?

If it is before the 10th of the month and your approver has not approved your statement, he or she can make the necessary changes for you. If it is past the 10th of the month, please send the information to Accounts Payable with a note on the cover of the statement alerting us that there is a change to the account that needs to be made. We would need to receive this information by the 12th of the month for the necessary changes to be made before the download is done on our end.