Please review the following guidelines for processing of payments.
Complete and properly approved payment requests received by 12:00 PM on Friday will be paid within 2 weeks when all requirements are met. Payments will be processed by Accounts Payable no more than 21 calendar days after receiving a complete and properly approved payment request. The processing timeline begins only when all required documentation, approvals, and compliance reviews have been received. Missing information will delay processing.
Submitting requests completely and on-time is the most effective way to ensure timely payment.
How to Submit a Payment Request
Invoices may be submitted:
- Through the , or
- By email to accountspayable@oxy.edu
Invoices
- All invoices must include a Fund, Organization, Account and Activity code (if applicable) and a budget manager approval signature. Any missing information will delay check processing.
- Only the department head or budget manager have the authority to approve an invoice for payment.
- State law requires that we have the original invoice for payment.
- To confirm payment, you can contact Accounts Payable at x2848 or via email: accountspayable@oxy.edu. Please include the vendor name, invoice number and amount.
Expenses
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The Services and Supplies Account List can assist you when categorizing your expense types.
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Ensure you have provided Accounts Payable a completed contract/task order/work order for ALL service related expenses. Review the Contracts Policy for additional information.
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Current students are not permitted to work as independent contractors; any exceptions must be approved in advance by the Office of the General Counsel.
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Difference between a stipend and a study grant:
Stipend - Stipends are generally taxable income. Stipends are often provided to those who are ineligible to receive a regular salary in exchange for the duties they perform, such as interns. A stipend is usually lower than a salary would be, but the recipient is at the same time able to gain experience and knowledge in a specific field.
Study grant - A study grant is an amount provided for the benefit of an individual to aid in the pursuit of study or research. It is a form of financial assistance awarded primarily on the basis of academic achievement and vocational and professional objectives. Generally, students are not required to render services to the school as a consideration of their awards or to repay them. The amount awarded for study grants is taxable, but the College is not obligated to withhold taxes or send a 1099 tax form. -
All study grants require a signed before Accounts Payable can process payment. For assistance, contact Lupe Salmeron at x1423.
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Honorarium payments may not be issued to business owners, partnerships, sole proprietors, independent contractors, consultants, performers, actors, entertainers, models, artists, or temporary or casual laborers. The College employee facilitating an honorarium payment must submit a check request with supporting documentation such as a flyer or email announcing the individual's participation in a speaking event, workshop or panel to the Business Office for payment. Review the Contracts Policy for additional information.
Nonresident Alien for Tax Purposes Payments
To process payments to nonresident aliens for tax purposes:
- Provide the payee with the Tax Compliance Notification Sheet.
- Submit the completed form along with the payment request and supporting documentation to Accounts Payable.
- Payments to foreign entities are issued by wire transfer, when appropriate. Wire payments are available only for foreign vendors.
For additional information, please contact Lupe Salmeron at x1423 or Shirley Wang at x295
Employee Compensation
Payments for employees must be processed through Human Resources using the form. Accounts Payable cannot process employee compensation payments.
Employees and students generally may not be paid as independent contractors without prior approval from the Office of General Counsel.
Direct Deposit
Direct deposit is available for employee advances, expense reimbursements, and student reimbursements. Enrollment information is available on the Direct Deposit webpage.