Accounts Payable/Receivable FAQ

Activities that do not require a Purchase Order (PO) are initiated in BearBuy with a Payment Request Form. Each payment activity type has different documentation requirements which must be scanned and attached to the Payment Request Form. For types of Payment Requests or for more information on Payment Requests, visit UC Berkeley, Supply Chain Management.

Please visit the UC Berkeley campus vendoring department for information on vendoring.

Please fill out the Substitute W-9 Form if you have not been registered as one of our Vendors and submit it via fax to 510-664-7209 to receive payment by check.

What are the requirements needed for vendoring?  

• Independent Contractors
• Receiving payments via wire transfer, please fill out the: Disbursements Office Electronic Funds Transfer (EFT) Authorization Form

There are two options to submit an invoice that has an active Purchase Order (PO). If an invoice does not have an active Purchase Order, please fill out the Business Operations Accounts Payable Request Form to submit an ATF. To submit an invoice with an active PO, please follow the steps below.

OPTION 1 (Recommended)
Transmitting invoices via email is the recommended method of submitting invoices because email interfaces automatically to Accounts Payables imaging system. The UC Berkeley Disbursements department requests following the below instructions to submit an invoice:

• Send email to ucinvoice@berkeley.edu
• Attach invoice using PDF or similar file type (.tif not accepted). If the invoice is multi-pages, please include all pages
• Only one invoice can be accepted in each email
• Email Subject: Purchase Order Number followed by the # sign and then type the Invoice Number followed by an underscore. Do not enter spaces.For example, PO#BB00027195 and Invoice #J156987, becomes BB00027195#J156987_​

OPTION 2
You may choose to send multiple invoices via postal mail or courier delivery to:
University of California, Berkeley
Accounts Payable
Warren Hall, Room 159
2195 Hearst Ave. Berkeley CA 94720.

The Campus Controller’s office creates the guidelines for the invoice submission process and are constantly updated on their webpage.

*Cal Dining Invoices: Any invoices dated after 10/02/17 and the vendor is part of Eatec will be researched and processed by Cal Dining. Contact: hubhelp@berkeley.edu.

The following are current vendors on Eatec:
ACME Bread; Arctic Glacier; Aroma`s Hamati Bakery; Berkeley International Packaging LLC; Bimbo Bakeries USA; BiRite FoodService Distributors; BN Ranch LLC; Bon Suisse Inc; Bordenaves; Chefs Warehouse; Daylight; Del Monte; Espostos Fine Foods Inc; Excellent Packaging & Supply; Gourmet Express - All American Food company; Gourmet Foods; Heartland Food Products Inc; Hodo Inc; IBS Mattingly Service Plus; Ideal Marketing and Promotions; Inna Jam LLC; JFC International Inc; Kikka Sushi; Llano Seco Direct; Mazel Food`s KOSHER; Monterrey Provision Company; Noah`s Bagels (Einstein); NuCO2 LLC; Oakland Kosher Foods; Pacific Fresh Sea Food Company Inc; Peet`s Coffee & Tea; Pepperidge Farms; Pepsi Bottling Group Inc; Raison D`etre; Roaring Spring Paper Products; Scantron Corporation; Sysco; Tropicana Chilled DSD (Quaker Sales); UNFI United Natural Foods West Inc; Veritable Vegetable; Vistar (Performance Food Group Inc); Waxie Sanitary Supply; Wonder Ice Cream LLC.

We accepted only the original, physical copy of the check. We DO NOT accept scanned images or copies of checks. We require a valid chartstring approved by the Departments Financial Analyst and a business purpose to process the check deposit.

You have two options to deposit departmental checks:

OPTION 1

You may choose to deliver checks to:

Student Affairs AP/AR Office
2610 Channing Way, 2nd Floor
Berkeley, CA 94720-2722

OPTION 2

You may also choose to drop off your check at the Student Affairs AP/AR Cashier’s window, Monday through Friday, 10AM to 4PM.

Student Affairs AP/AR Office
2610 Channing Way, 2nd Floor
Berkeley, CA 94720-2722

Please drop by the Student Affairs Business Operations AP/AR Cashiers Office at 2610 Channing Way, 2nd Floor to make payments cash payments.

The Student Affairs AP/AR team accepts all major forms of credit cards as long as the cardholder is present during the transaction. For credit card transactions paid over phone, please fill out the Payment Request form prior to completion of transaction. We call the number provided on the Payment Request Form to complete the transaction.

• Cal Debit deposits
• Meal Plans
  • Student Add-On Points
  • Staff Meal Plan and Add-On-Points
• Staff Cal 1 Card Replacement
• Conference Services
• Meal Vouchers
• Conferences
• Caterings

All credit card transactions listed above can be processed online at following websites. Conference Services payments cannot be made online:

• Staff meal plans
• Non-Resident meal plans
• Res meal plans (Add-ons only)
• Cal 1 Card Debit

All meal plan change requests, whether downgrading or upgrading, can be done without an administrative fee if request is submitted within the adjustment period. Adjustment/Cancellation periods vary per semester. All related meal plan information can be found on the Cal Dining webpage.

• Residential Meal Plans
• Non-Residential Meal Plans
• Adjustment/Cancellation Period for Non-Residential Meal Plans

All meal plan changes will be assessed $50 administrative fee if the request is submitted after the adjustment period.

When you cancel your current plan, existing bonus points will be cancelled to the existing meal plan. Your new plan and bonus point will be activated. Any points used up until the date of the meal plan change will be deducted from the new plan.

All cancellation requests submitted after the adjustment/cancellation period needs to be approved by the Associate Director of Cal Dining. They can be contacted via email at dining@berkeley.edu. A $50 cancellation fee and a proration fee may apply.

Visit Cal Dining for more information.

Resident meal plan questions should be directed to the Cal Housing Office.

Please submit all meal plan changes through the Cal Dining website.

The Student Affairs Business Operations AP/AR team can provide rental verification for students, faculty, and staff living in residential housing. Our Rental Verification Form includes the tenant’s name, tenant’s ID/SID, location name, address, contract dates, monthly amount, and number of late payments (if any). Please submit your request with the required information listed below by using our Rental Verification Form.

Required Information for Rental Verification:

• Tenant Name*
• Tenant ID or SID*
• Location Name*
• Address
• Monthly Rent

*required fields

IMPORTANT: If rental verification is requested by a third-party other than the tenant, we need the signed Release of Authorization Form authorization form from the tenant to release tenant information.

Please complete this Payment Form for all credit card payments associated with catering payments and meal vouchers