Accounts Payable

View and download the 2024-2025 holiday schedule for check and reimbursement submission deadlines.

2023-2024 Fiscal Year End Deadlines

FY 2023 - 2024 Year-End Closing 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 Gifts, Awards, and Prizes Policy

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 Pacific University employees, students, and non-employees associated with the University.

PUNID Required to view policy.

POL-BUS4302 Frequently Asked Questions

Gift, Award or Prize Form (pdf)

Instructions for Gift, Award or Prize Form

Multiple Gift Card Excel Spreadsheet Template

To meet deadlines, process invoices, reimbursements, and PO’s/BPO’s you currently have two options:

Submit by intercampus mail through the mailroom

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 Boxer Online. 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.

FAQS