Facility Rental Payment Guidance

Questions? Contact SCM Response Team

Overview

Information about paying and closing out purchases related to meetings and events. To be used only for UCSF Campus departments.

Facility Rental requisitions or purchase orders (PO) will not automatically result in payment to the supplier. After establishing a PO, you will need to email the appropriate documentation to UCSF Accounts Payable to process any payment(s) due.

For a deposit payment, email the invoice (or contract) to [email protected] along with a completed Supplemental Form for Contracted Facility Rental and Exceptional Meeting & Entertainment Expenses. When paying a deposit with the contract as backup rather than a supplier invoice, the deposit amount stated in the contract must match the amount on the Supplemental Form and your department's Meeting & Entertainment Approver must sign the Supplemental Form.

For the final payment, email the final invoice, a completed Supplemental Form, and the attendee list as one PDF attachment to [email protected] for payment processing. The final invoice must include a breakdown of all event charges including food/beverages, room rental, service charges and sales tax, and it must list any previous deposits paid and state the final balance due.

For information on exceptional expenses, please refer to Meeting and Entertainment - Exceptional Expenses.

Checks will be mailed directly to the facility.

Note: Invoices related to a Facility Rental should not be submitted through Transcepta. Read more about Transcepta Exclusions.

For UCSF Health

Supply Chain Management only processes morale-building and retirement events for UCSF Health. For more information about these services review the following pages:

UCSF Health Morale and Retirement Events

UCSF Health Retirement Party