Helpful Hints for Our Vendors
We realize that it can be confusing to deal with a large bureaucracy such as UC Berkeley. The following information is provided in the hopes that it will clarify our payment procedures for you, resulting in a more streamlined payment process. We welcome your suggestions for additional information you would like to see included here, which can be e-mailed to us at disburse@berkeley.edu. Thank you!
- Invoices should be mailed directly to the Disbursements
Office. Sending invoices to departments will delay the
payment as it adds additional steps to the payment process. Our
mailing address is:
Disbursements Office
UC Berkeley
30 University Hall
Berkeley CA 94720-1101
- The following departments have unique payables processing
procedures which require that vendors send the invoices directly
to them. Invoices for these departments only SHOULD NOT
be sent to the Disbursements Office; they should be sent to the
department:
- Housing & Dining Services
- Physical Plant
- Facilities Services/Capital Projects
- The Library
- Our Customer Service phone number is 510-643-2199. Customer service representatives are available to assist you between the hours of 9:00 A.M. and 4:00 P.M. Pacific Time, Monday through Friday.
- Our office is closed on the following UC Holidays:
Martin Luther King Jr. Day January 19,2009 President's Day February 16, 2009 Cesar Chavez Holiday March 27, 2009 Memorial Day May 25, 2009 Independence Day July 3, 2009 Labor Day September 7, 2009 Veterans Day November 11, 2009 Thanksgiving Holiday November 26-27, 2009 Winter Holiday December 24-25, 2009 New Year's Holiday December 31, 2009 New Year’s Holiday January 1, 2010 - We are not a tax-exempt organization. The University of California is subject to State-administered sales and use tax laws to the same extent as private individuals or businesses.
- A BFS (Berkeley Financial System) Purchase Order number is required on your invoice. BFS Purchase Orders are 10 digits long, contain only numeric characters and are preceded by a 1 or a J. For example: PO# 1-0000523467 or J-6000023767. Invoices without a purchase order number will be returned to you.
- Be sure that your invoiced items match those on the purchase order. If the quantities differ, or if lines on a purchase order have been combined on your invoice, the transaction may require additional research, which may cause a delay in payment.
- Invoices are generally processed within 10 days of receipt in our office. Campus departments are required to approve all payments on-line, regardless of dollar amount. Once the on-line approval is done, the payment is generated within 24 hours.
- Provide your company's taxpayer ID to Disbursements. The Berkeley Financial System cannot process a payment without a valid taxpayer ID number. This ensures that you have a unique vendor number in our system and that our external reporting is done properly.
- Know your BFS vendor number and include it on your invoices if possible. If you are not sure what your vendor number is, contact Customer Service and a Customer Service representative will provide it to you. Refer to your vendor number when making inquiries to our office.
- We offer EFT (Electronic Funds Transfer) as an alternative to paper checks. With EFT, the payment is deposited into your bank account 48 hours after the payment is approved. EFT eliminates payment delays and the risks involved with paper checks such as loss, theft, etc. The EFT form and instructions are available on our website. Print a copy of the form, fill it out and mail it to our office. EFT will become effective 30 days after we receive the completed form. For each EFT payment you receive, you will receive an EFT remittance advice form showing what the payment was for, either in electronic or paper form.
- Payments for most UC Office of the President departments are processed through UCLA. If you have payment questions on invoices for UCOP departments, you should contact the department, or call the UCLA Accounts Payable office at 310-794-0197.
- We continue to process invoices for the following UCOP
departments:
- College of Natural Resources
- Forest Products Lab
- Integrated Hardwood Range Management
- Communication Services
- School of Public Health
- Water Resources Center Archives
- Energy Institute
- Institute of Transportation Studies
- LHS-GEMS
- Refund checks should be made payable to UC Regents. Checks refunding UC for overpayments should be made payable to UC Regents and sent to our mailing address (see above).
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UC Regents. All rights reserved