Accounts Payable

Welcome! The CSUSM Accounts Payable department is responsible for processing payments for all campus business units. This includes payments to suppliers, employee reimbursements including travel, hospitality, and ProCard.

Information about Payment Schedules:

CSUSM is a net 30 campus, which means we have 30 days after the invoice date to pay the supplier. Once an invoice or other payment request is received by Accounts Payable, it is typically processed within 15 business days. 

Accounts Payable generally processes payments two days a week. This schedule can change due to holidays or other department/campus needs.

• Tuesday - Student payments and CSUBUY payments
• Thursday - Student payments, travel and other employee reimbursements, CFS payments

Information about Submitting Invoices:

To ensure timely payment, all invoices must be submitted directly to Accounts Payable. There are two accepted submission methods:

1. Email Submission: Send the invoice to the appropriate email address listed below. Be sure to include the Purchase Order (PO) number in your email.
   

2. Supplier Portal  (CSUBUY): Suppliers may submit invoices through the CSUBUY Supplier Portal. For step-by-step instructions, please refer to the Supplier Guide. 

Important Reminders:

• Invoices attached to requisitions will not be forwarded to Accounts Payable and will not be processed for payment.
• To avoid delays, do not submit estimates, quotes, or proposals in place of actual invoices.

Once the invoice is routed for approval, it becomes a voucher.

To check if a PO has associated vouchers, search for the PO number in the search bar at the top of the CSUBUY homepage.  Associated vouchers will be displayed.

Have a question for us? Please direct inquiries to the appropriate email address below:

• Stateside funded payments - accountspayable@csusm.edu
• Foundation funded payments - apfnd@csusm.edu
• Corporation funded payments - apcorp@csusm.edu
• CSUSM Housing funded payments - aphms@csusm.edu 
• Travel payments - traveloffice@csusm.edu 
• ProCard - pcard@csusm.edu
• Hospitality - hospitality@csusm.edu 

Accounts Payable Processes:

• Cell Phone Reimbursement Guidelines
  • AT&T - Phone Bill Example
  • Verizon - Phone Bill Example
• Direct Pay
• Gift Card Guidelines and Procedures
• Hospitality

Accounts Payable Forms:

• Direct Pay Form
• Employee Direct Deposit for AP Reimbursements Form
• Employee Gift Card Acknowledgement Form (CSUSM & CSUSM Corp.)
• International Wire Transfer Form for Foreign Vendors
• International Wire Transfer Form for Independent Contractors
• Lack of Itemized Receipt
• Payee Data Record (Form 204)
• Tax Accrual Form - for purchases made on or after April 1, 2025

Quick Links:

• AP Forms
• CSUBUY P2P Supplier Guides
• Direct Pay
• Hospitality
• ProCard
  • ProCard Manual
• Travel

Location:

Administrative Building 4600
333 S. Twin Oaks Valley Road,
San Marcos, CA 92096-0001
(760) 750-4475

Business Hours:

Monday – Friday
8:00 a.m. – 5:00 p.m.