Accounts Payable

Accounts Payable is responsible for the payment of vendor invoices, faculty, staff, and student reimbursements and student refunds.

  • Departments and individuals seeking payment are responsible to initiate a requisition in order to generate a purchase order.
  • Departments and fiscal officers are also responsible for the review, approval, and submission of invoices in a timely manner.

Quick Resources

Helpful Tips For Prompt Payment

  1. All vendors must be set up in the system before payment will be made. For more vendor information, visit the Purchase & Stock Control web page and click on vendors.
  2. Please send original invoices to A/P with the requisition number. Scanned documents are accepted; however, reimbursements require receipts and must be accompanied by a reimbursement/general invoice. Photocopied receipts are acceptable.
  3. Requestors should keep track of invoice payments to prevent duplication, particularly when there is no invoice number.
  4. Fiscal officer approval can occur the same day as submission, but it may take multiple days depending on fiscal officer availability and extra routing requirements, i.e. separation of duties, accounting review, sub-account review, ad hoc approval, etc. Check your route log to ensure route status is final.
  5. Confirming requisitions: Vendor must be set up in the system, give A/P the requisition number and email a copy of the invoice.

Disbursement Schedule

District Warrants (Checks)

District warrant runs are for general fund and all other non-auxiliary funds.

Checks are run on Tuesdays and mailed on Fridays.*

Detailed timeline:

  • Friday - fiscal officer(s) approves by end of day
  • Monday - A/P approval
  • Tuesday - check run
  • Wednesday thru Thursday - San Joaquin County Office approval (48 hour turnaround)
  • Friday - checks mailed

*Holidays will usually delay the check run by one day.

Auxiliary Checks

Auxiliary runs are reserved for student club accounts, trust accounts, foundation accounts, bookstore, food service and scholarships.

  • Please submit payments using the Payment Request Form.
  • Checks are run on Thursdays and released on Fridays.*
  • Detailed timeline:
    • Friday - fiscal officer(s) approves by end of day
    • Monday thru Wednesday - A/P approval
    • Thursday - check run
    • Friday - checks released

*Holidays will usually delay the check run by one day.


Procurement & Financial Processing Timeline

Contact Accounts Payable

For questions or more information, contact us at or (209) 954-5030.