Payment Terms – University payment terms are NET30 (This means the University will issue payment for the net invoice amount 30 days from the invoice receipt date).
Contract/Agreement – An agreement between two or more parties that contains the elements of a valid legal agreement enforceable by law.
Quote – A commercial statement detailing a set of products and services to be purchased in a single transaction by one party from another for a defined price.
Contracts and Quotes cannot be signed and sent to the vendor prior to being reviewed by Purchasing. All source documentation must be attached to the requisition.
Payment Methods – Payment is issued by University check or University credit card. In accordance with University policy, all checks will be mailed to the vendor.
W-9 – A form requesting vendor identification, either a TIN number or Social Security number. A hard copy of a completed W-9 form must be sent to the Finance Office before the Vendor Application can be completed. In addition, a vendor will be issued a Form 1099-MISC at the end of the calendar year for all reportable income.
Student Stipends – Students receiving a stipend must complete the New Vendor Application and a W-9.
State of California Franchise Tax Board Nonresident Withholding – Payments made to out-of-state vendors for services performed in California are subject to 7% state income tax withholding when payments exceed $1,500 in a calendar year. Included are corporations, limited liability companies, and partnerships that do not have a permanent place of business in the state of California. Types of income subject to withholding include, but are not limited to, payments for services performed in California and payments of leases, rents and royalties for property (real or personal) located in California. No withholding is required on payments for goods. In addition, a vendor will be issued a Form 592B at the end of the calendar year for all reportable withholdings.
International Visitors/Nonresident Aliens (NRA) – A vendor is considered a nonresident alien if they reside outside the United States. Nonresident alien status must be established prior to submission of the vendor application. All arrangements for the service and payments for services rendered, award scholarships, or reimbursement of expenses to nonresident aliens are approved through the Payroll Office. More information on international visitors/nonresident aliens is available at:
Change Existing Vendor Information – A change of information must be substantiated in writing and printed on the vendor's company letterhead in order for the Finance Office to validate the change.