Accounts Payable Operations Updates

Payment Processes

We encourage you to sign up for electronic funds transfer (EFT) if you have not already done so.

Payment Processes Schedule

Payment MethodPayeeFrequency

Students, Employees, and Suppliers

Wednesdays only


Students, Employees, and Suppliers


Suppliers, foreign


Suppliers, foreign and domestic

Tuesdays and Thursdays

Since we are now operating remotely, we no longer can offer the option to hold a check for pickup. If you previously had your check held for pickup, please reach out to the Accounts Payable team at to discuss potential alternatives.


As of July 1, 2021, the Accounts Payable invoicing process became fully remote and any invoices received by US Mail after that date were automatically recycled. We did our best to notify all suppliers and continue to send out reminders where applicable. Invoicing instructions are also provided on every Purchase Order that is dispatched to the supplier in the "Bill To" section. Those same invoicing instructions can be found on the Invoicing and Payment Terms page.

Allowability of Reimbursement for Meal Expenses for Virtual Meetings

UC Policy Bus-79 states that meals for virtual meetings or virtual entertainment events are not reimbursable. This policy applies to students, staff and faculty. In order for a meal to qualify for reimbursement for a business meeting, it would require circumstances in which the attendees had no other opportunity to take a meal break due to their busy schedule. That isn't a circumstance that is justified for a business meeting conducted from home. Similarly, for a meal to qualify for reimbursement for an entertainment event involving students, staff and faculty, the policy specifies that there is a host that is physically present at the event.

UCOP has shared guidelines for reimbursable expenses while working remotely during the Shelter-in-Place, which further clarifies the relevant policies.

We understand that campus departments are looking for creative ways to support their students, staff, and faculty during this difficult period and we are committed to working with them to find options that are in alignment with that goal while also ensuring policy compliance. Please don't hesitate to reach out to the Travel and Entertainment team within Accounts Payable to discuss ways that we can help you do so by contacting us at or


To contact one of our help desks, please refer to the following list. You will receive an auto-response with a help desk ticket number.