Construction Accounts Payable

Submitting Invoices

Please forward any invoices that may have been sent directly to you over to [email protected] or place in the FSC-AP Inbox at the foot of the Accounts Payable (AP) area at 654 Minnesota St., second floor; refer to the Submitting Invoices page for more detailed information.

• If invoice does not reference the appropriate Contract Authorization ID or Purchase Order (PO) number – please include this information in the forwarded message.
• If you’ve reviewed the invoice for accuracy and you approve it for payment – you can indicate ‘OK to Pay’ either in the email text or the invoice directly; otherwise AP will route the invoice back to you to obtain approval before final processing.

Payment Status

Invoices that are submitted to AP in a timely manner, reference a valid PO or Contract,  include all of the required information and backup, and are approved by the department – will be paid based on terms outlined in the specific contract or PO issued to the supplier.

• Terms vary from authorization to authorization
• Users familiar with MyReports (MyAccess log-in required) can use AP/PO Report to search invoice/payment status by invoice or voucher number
• If the invoice has been submitted and a voucher issued and posted, this report will tell you if payment is scheduled (not due yet per terms) or if paid (will show payment date, amount and a check/electronic transaction reference number)
• BearBuy and some department systems may also import payment information – please keep in mind that the information available in these systems may not be up to date as the frequency of data imports vary by system.

Of course, you are always welcome to contact one of us if you need assistance in finding the information you need.

Invoice Copies

Access to copies of most invoices are available to campus users (MyAccess log-in required)  through the Controller’s Office imaging database ImageNow/Web/Now

• Images of some invoices paying against BearBuy POs may only be accessed by clicking on the invoice link within the PO Voucher

Notice of Completion Requirement

Mini form contracts that have an initial value greater than $24,999.99 require a Notice of Completion (NOC) to be filed with the City before final payment will be issued.

• Up to 90 percent of the total contract value can be paid invoiced/prior to NOC; final 10 percent should be billed separately as UCSF will not pay a partial invoice if 100 percent is billed prior to the NOC being filed.
• FSC-Contract Services will file the NOC on your behalf, however, the project team is responsible for providing Contract Services with a completed NOC Request Form and other documents noted on the form.

Quick Links

• UCSF Controller’s Office General Buying and Paying Information
• UCSF Controller’s Office AP and Travel Policy
• University of California Accounting Manual
• UCSF Substitute W-9 and Supplier Information Form (suppliers must be active to have payments issued)
• Supply Chain Management Suppliers Page
• ImageNow / WebNow (MyAccess log-in required)