Frequently Asked Questions - Accounts Payable

Below are some frequently asked questions. Click any question to expand the answer.

Instructions for onboarding vendors can be found here: 

You can download a copy of UC Irvine's Form W-9 here: 

If the wrong Purchase Order (PO)/KFS account was used to make a payment, you will need to request a credit memo or refund. Once the funds are put back in the used account, Accounts Payable can reprocess the invoice using the correct PO/account.

A credit memo processed against the PREQ will add back the encumbrance so AP can process a payment against the line item; however, if a refund check is received and deposited, it will reflect on the General Ledger but NOT on the encumbrance of the PO.

  • How can I add funds to a PO/line?
  • How can I change the PO line to taxable/tax exempt?
  • How can I change the QTY of a line?
  • How can I amend, open or close a PO?
  1. Contact the UCI Vendor Coordinator with your request: vendor-coordinator@uci.edu.
  2. Contact the purchasing buyer for that PO to ensure the correct terms are reflected on the PO. The purchase order terms will always override the terms on the vendor's profile.

The department should fill out these forms. If billing information is requested, please use the following information.

Review UCI's PALCard purchasing methods guide, prior to making any payments with a PALCard: 

If you click on the cancelled document and scroll down to the notes tab, there will be a reason for the cancellation.

Contact us at accounts-payable@uci.edu for assistance with this. 

Contact us at accounts-payable@uci.edu for assistance with this. 

You can pick up checks at the Financial Services Office in Aldrich Hall: 

228 Aldrich Hall
Irvine, CA 92697-3210

For questions regarding check pick up, please contact Financial Services at 949-824-2455.

You are required to bring a valid photo ID.
  • Extracted - Check payment was issued but the check has not been cashed by the payee.
  • Payment cleared- Check was cashed by the payee.
  • Open payment – payment will be issued today.
  • Reissued – payment was cancelled, and a new payment will be issued.
  • Check Payment Status in PDP (KFS) will show extracted, cleared or stale
  • ACH Payment Status will always show extracted