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.
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? |
Coming Soon
Coming Soon
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.