for check and reimbursement submission deadlines.
2023-2024 Fiscal Year End Deadlines
Mileage Rate Change
The IRS announced the 2024 Standard Mileage Rates for Business. Beginning on January 1, 2024, the standard mileage rate for operating a personal vehicle for business miles driven increased by 1.5 cents from 65.5¢ per mile to 67¢ per mile. Mileage prior to and including 12/31/23 will be 65.5¢ per mile.
Gifts, Awards, and Prizes
Number POL-BUS4302
This policy is intended to clarify the University’s expectations and requirements regarding purchasing gifts, gift cards, awards, and prizes utilizing university and student funds. In addition, this policy outlines when gifts, gift cards, awards, and prizes may be appropriate, the proper procedure for submitting recipient information, the corresponding tax treatment, and to help prevent any potential fraud or misuse of university resources.
This policy applies to all Â鶹ӰÊÓ employees, students, and non-employees associated with the University.
PUNID Required to view policy.
To meet deadlines, process invoices, reimbursements, and PO’s/BPO’s you currently have two options:
Submit by intercampus mail through the mailroom
OR
Send Your Documents Electronically
All forms of payment requests should include appropriate general ledger account number(s) to be charged, and a legible signature of the department budget authority, before emailing to the accounts payable email address in order for processing.
Accounts Payable will accept scanned copies of receipts with DocuSign budget approval. The budget authority should scan the requests to accountspayable@pacificu.edu. Please ensure that the packet is complete and legible. Do not overlap receipts— the full receipt/invoice must be viewable for auditing.
Direct Deposit
Any direct deposits made by the Accounts Payable or Receivable Departments are made in a separate system from Payroll/Paycom payment system. In order to establish direct deposit for Accounts Payable or Receivable funds, register through . Please allow up to 2 weeks for establishment.
Deliver Requests to the Mail Room
Mail Services is located in the UC on the lower level. There is a mail slot to the left of the main entrance to the mail room.
Information and Deadlines
- The AP deadline for payment/reimbursement requests is 5 pm Friday for the check run the following Thursday. Notice will be sent for holiday adjustments.
- Payments will be issued by direct deposit or paper checks.
- Paper checks will be mailed to the address listed on the request. If no address is listed, the address will default to the home address of record.
- Student reimbursement checks may be mailed to UC boxes if the UC # is legibly written on the request.
The Accounts Payable Department disburses checks to vendors, staff, faculty and students for travel and expense reimbursements. We also process travel and expense advances.
Forms
This section contains forms available to download and print. For further assistance with forms, please contact a Business Office staff member.
Adobe Reader is required to view these forms and can be downloaded for free at the website.
- (Individual)
- (Vendor)
Relocation and Moving Expense Policy
University Credit Cards
University Name Badges are now processed by the Service Center. Visit their webpage for ordering information.
Travel Bank System
*For additional assistance, please reach out to the Visa Admin support team at Visaadmin@pacificu.edu
Forms
Grants & Sponsored Research