Accounts Payable Overview
The Accounts Payable (AP) team manages UC Riverside’s accounts payable, taxes, and payment processes. This includes reviewing and processing supplier invoices tied to valid purchase orders, handling certain non-purchase order payments (such as reimbursements and payment requests), and ensuring compliance with tax regulations. The AP team also provides campus-wide support and guidance on payment processes and policies, generates tax reports for state and federal agencies, and collaborates with other departments to facilitate efficient financial operations.
Use the Contact Tree to discover the fastest route for general inquiries, invoice submissions, supplier/payee registration support, and more!
Supplier Invoice Submission
Incomplete invoices or invoices sent to the ship-to address may delay payment. Suppliers can contact UCR Accounts Payable at 951-827-3305 regarding invoice payment.
- Suppliers must send invoices directly to Accounts Payable at apinvoice@ucr.edu or via Transcepta following the purchase order (PO) instructions.
- All invoices must correspond to a single purchase order, with line items, quantities, and prices accurately matching those on the purchase order.
- Tax, Freight, and additional charges must be listed separately (freight should be itemized with the additional charges)
- Use tax will be applied if an item is taxable based on the purchasing category, but the supplier’s invoice doesn’t include sales tax.
- The apinvoice@ucr.edu email address is for invoice submission only. If communicating with a supplier or campus user, please remove the apinvoice@ucr.edu email address from the thread.
- A PO number referenced on the invoice is required for payment.
- One invoice per PDF and multiple PDF invoices per email are allowable.
- Invoices submitted without the information below cannot be processed: Invoice number, Purchase order number, Invoice Date, Bill to Name, Bill to Address, Payment terms, Item, Invoice total
Note: Transcepta is UC Riverside's electronic invoicing solution. Only suppliers selected and invited by Accounts Payable may submit invoices and credits through Transcepta.
Departmental Invoice Management
Payment of an Invoice
Refer to the Look Up Payment Information guide to search for payment status by Invoice Number or Supplier Name.
Invoice Approvals
Approval is required for all project-related (C&G funds) invoices, all sub-award invoices, and non-project related invoices over $10,000. Invoice Approvers will receive an automated email from Oracle notifying them that an invoice requires approval. While this notification is copied to the analyst, the approver must access their original email directly from Oracle—not a forwarded version from the analyst—to complete the approval process. The email includes notes, line item details, project summary, lines, and taxes. Refer to the Invoice Approval Guide for detailed, step-by-step instructions.
Note: PI approval is required for all project-related (C&G funds) and sub-award invoices. For projects, often the Project/Award Prime PI Principal (Investigator) is the only individual who can approve these invoices. Please share the Invoice and Requisition Approval Processes for PIs video, available on the Training Resources webpage, with your PI.
Invoice Holds
The UCR Department Report for AP Invoices in Oracle Financials supports the efficient processing of invoice holds. Department users receive direct email notifications with this report, listing specific invoice holds that require user action to facilitate payment.
- Department users receive detailed email notifications for invoices on hold, reducing general AP Communications and focusing on invoices needing user action for Accounts Payable (AP) to complete supplier payments.
- Notifications include an Excel file that groups relevant invoices and lists required actions by hold type and role. Department Receivers noted on the requisition receive emails for holds related to received quantity, while Department Transactors are notified about issues such as allocation, maximum order, schedule amount, ordered quantity, or price. Department Fiscal Approvers are copied on all notifications to maintain visibility.
- Automated notifications are sent on Mondays, Wednesdays, and Fridays. Each email also links to the Invoice Holds and Resolutions guide to support efficient issue resolution.
Below is a sample notification requesting prompt action to resolve invoice holds. If you have any questions about specific holds, please contact the designated AP processor listed in the Contact Tree.
Inviting Payees to Register
Departments must invite payees to register in the UCR Supplier/Payee Portal before conducting business or issuing payments. Here’s what to consider:
- Role Requirement: Ensure you have the UCR Supplier Requester JR role in EACS.
- Verification: Confirm that the payee is not already available in Oracle Financials.
Initiating a Payee Request
- Reimbursement/Refund-Only Suppliers: If the payment is for a one-time Reimbursement/Refund-Only Supplier (no tax reporting required), follow this simplified guide.
- All Other Non-PO Suppliers: For all other non-purchase order (non-PO) suppliers (e.g., Concur Travel, Non-Travel Reimbursements, and ePay Payments.), submit a request in Oracle. Here’s a step-by-step guide.
Supplier Registration Guides for Payees
- Foreign Nonresident Payments
- Non-PO Supplier Guide
- Reminder for Department Delegates: Once a guest traveler (non-employee) is "Spend Authorized" in Oracle, assign them to an accountability structure for Concur Travel and Expense pre-trip requests and expense reports. For details, see Guest Traveler Routing.
Payment Requests (Non-PO in ePay)
Certain payments that do not require a Purchase Order (PO) can be processed as a Payment Request through ePay. These transactions often generate 1099 forms reportable to the IRS.
ePay allows for both:
- Single Payee/Supplier, Single Payment Requests
- Multi-Payee/Supplier, Multi-Payment Requests
Generally, you can follow the steps below to perform an payment request in ePay:
1. Verify Payment Type for ePay
The most common payment request types are listed in the table below.
2. Supplier Setup
Before submitting an ePay request, the payee must be set up as a supplier in Oracle Financials. If the payee is not in Oracle Financials for use in ePay, submit a New Supplier Request under "ePay Payment Request" to initiate the setup. Here’s a step-by-step guide. Note: Non-employees cannot access ePay. A full-time employee must create and submit payments on the payee's behalf in ePay.
Please review the following guidelines if the payee is a Foreign Nonresident Payments subject to Withholdings.
3. Documentation Requirements
This table provides general guidance on common payment request types; however, it does not cover all specific requirements. Each type has unique criteria that must be met. Accounts Payable must verify that all requirements are fulfilled before approving and disbursing payments.
For complete details, please refer to the applicable policies or contact Accounts Payable for further clarification.
| Payment Type | Description | Additional Guidance |
|---|---|---|
| Casual Labor |
Casual labor refers to an individual hired on a short-term, temporary, or as-needed basis, typically for a single day or brief period without an ongoing employment relationship. These workers are usually engaged for one-time tasks, seasonal work, or irregular labor needs, such as event setup, manual labor, or other short-duration assignments. Casual laborers are generally not classified as employees and may be compensated via a one-time payment, which could be subject to tax reporting requirements. | |
| Game Official |
Game officials enforce the rules and regulations of a sporting event. This includes referees, umpires, judges, and other officials who oversee fair play, ensure player safety, and make officiating decisions during the game. | |
| Homestay | A homestay is a housing arrangement in which hosts provide accommodations to foreign students attending classes while living in private homes within the community. As referenced in UC Accounting Manual D-371.12.1, payments made to hosts for homestay services may be subject to 1099 tax reporting. | |
| Honoraria (non-student and non-UC employee) |
Normally, an honorarium is a one-time payment made to a non-employee or non-UCR student in recognition of a special service or distinguished achievement, such as delivering a lecture, participating in a workshop, or serving on a panel. If a formal agreement is made on price, the transaction is considered a contract (performance agreement) rather than an honorarium and must follow procurement policies and procedures. Unlike contracts, honoraria do not include terms and conditions or require an invoice for payment. Honorarium payments are limited to $2,500 per calendar year. |
|
| Human Subjects |
Payments of cash (including cash equivalents/gift cards) or tangible personal property as an incentive to a living individual (subject) from whom an investigator conducting research obtains data through intervention or interaction or identifiable private information (e.g., drug trials or online surveys on alcohol consumption). Individuals participating in research identified as exempt still need IRB review. |
|
| Performance Agreement | A performance agreement is a type of contract between the University and an Artist or Speaker. An artist is any person or group that provides a performance or talent for an audience. An artist talent may be in music, theater, dance, film, and spoken word. Performance agreements are not needed if the “product” is a service rather than a performance. Instead, a Purchase Order is needed when the product is a service. For example, a face painter would be providing a service and a mime would be an artist. | |
| Stipend (non-student) |
Provided when an employee (non-student) is temporarily assigned, for at least 30 working days, responsibilities of a higher-level position or other significant duties that are not the employee’s regular position. Represented staff are eligible for stipends only as outlined in collective bargaining agreements. Leadership and Budget Approval should be completed before engaging HR. An approved justification, job description, and Human Resource approval are needed. |
Accounts Payable Payment Processing
Accounts Payable manages all supplier/payee payments originating from Concur, ePay, and Oracle Procurement transactions. Typically, Wells Fargo payments are initiated on Tuesdays and Thursdays.
Available payment methods include checks, Direct Deposit (ACH), and wire transfers.
Payment Method |
Details |
FAQs |
|---|---|---|
| Checks | Checks are UC Riverside's default payment method for suppliers and payees. UCR uses Wells Fargo to issue and mail out check payments. |
Q: How long does it take to receive a check? Q: How long does a supplier/payee have to cash a check? |
| Direct Deposit ACH | Only UCR employees (including student employees) can elect to have payments sent electronically to a checking or savings account at their financial institution. |
Q: How can employees establish/update their direct deposit information? Q: How long does it take to receive a direct deposit? |
| Foreign Wire Transfers | Wire payments are only sent to foreign suppliers whose bank accounts are not located within the United States and when check payments or PCards are not accepted. |
Q: How do I submit a wire transfer request? |