Accounting Services
Accounts Payable
Accounts Payable is responsible for processing and distributing payments for university business-related services and expenses, and application of relevant controls, policies, procedures, Federal and State reporting requirements.
Functions of Accounts Payable include:
- Verifying, entering and processing data from all vendor invoices
- Calculating appropriate payments to include discounts, sales and use taxes
- 1099 reporting
- Process all university travel applications, travel claims.
Please contact us at accountspayable@mail.fresnostate.edu with any questions.
Accounts Receivable
Accounts Receivable is charged with the proper invoicing within University policies to receive monies owed to the University.
An invoice may be requested in order to collect monies owed to the University by outside organizations. This includes auxiliary organizations such as the Foundation, Association, Athletic Corporation, etc. Invoices may not be sent to other campus departments.
A Request for Billing form must be completed in order to create an invoice. This form can be found in the MyFresnoState portal. Click on the Forms Portfolio tile, then scroll to the Finance Section. The Request for Billing link will take you through the steps to create the form.
When completing the credit details section, enter the chartfield information that will be assigned to the transaction. This will designate where the "revenue" will post. Under the account, use the relevant revenue account, not the expense account. Revenue accounts will always begin with a 5. Certain revenue accounts include cost recovery/reimbursements. When billing an auxiliary such as the Foundation, account #580935 will typically be the correct account to use. This is "Revenue/Cost Recovery from Auxiliaries".
Once you click "submit", a copy of the Request for Billing form will be emailed to you. Send the completed Request for Billing form along with any backup documentation that you would like attached to the invoice to AccountsReceivable@mail.fresnostate.edu.
Please note that when billing the Foundation, either a Payment Authorization or a copy of the Foundation purchase order will be required. The Payment Authorization form can be found here.
The invoice will be sent to the email address provided on the Request for Billing form (this corresponds with the "customer email address" field). A physical copy will not be mailed unless explicitly requested. Confirmation will be provided once the invoice has been generated.
If you receive a payment for a University invoice directly, please take the payment to Cashiering Services and inform a cashier that the payment is for a University invoice. Depositing the payment without applying it to the open invoice will result in duplicated revenue.