Invoicing & Payment
UC Riverside uses several methods to purchase and pay for goods and services. Following the purchasing and invoicing instructions provided by UCR helps ensure invoices can be processed accurately and without unnecessary delay.
How UCR Purchases & Pays Suppliers
| Purchasing Method | What Suppliers Should Know |
|---|---|
| Purchase Order (PO) | Suppliers should receive a valid UCR Purchase Order before providing goods or services. The PO includes important purchasing, delivery, invoicing, and payment information. |
| Procurement Card (PCard) | UCR departments may use a University-issued Visa Procurement Card for eligible purchases. If a department pays by PCard, follow the payment instructions provided by the cardholder. |
| Transcepta | UCR initiates the Transcepta supplier onboarding process for applicable suppliers. Once invited and onboarded, suppliers can submit invoices electronically through Transcepta by following the instructions provided during setup. |
Submitting an Invoice
For purchase order transactions, submit your invoice according to the instructions provided on the UCR Purchase Order.
Do not send invoices to the Ship To address unless specifically instructed to do so. The location where goods are delivered may be different from the location or method used to submit invoices.
To help avoid payment delays, invoices should include:
- Invoice number
- UCR Purchase Order number
- Invoice date
- Bill-to name and address
- Payment terms
- Description of the goods or services
- Invoice total
- Applicable tax, freight, and other charges listed separately
Invoice information should correspond to the applicable purchase order, including authorized goods or services, pricing, and amounts.
Avoid Payment Delays
Before submitting an invoice:
- Confirm the correct UCR Purchase Order number is included.
- Make sure the invoice reflects the goods, services, pricing, and other charges authorized on the purchase order.
- Submit the invoice using the method identified by UCR rather than sending it only to your department contact.
- If UCR has onboarded your organization to Transcepta, follow the invoicing instructions provided through the Transcepta process.
- Ensure your supplier information and payment details remain current.
UCR departments may also need to confirm receipt of goods or services before an invoice can complete the payment process.
Sales & Use Tax
UCR is generally subject to California sales or use tax when applicable.
Sales tax generally applies to taxable retail sales made by California retailers. Suppliers responsible for collecting California sales tax should include the applicable tax on the invoice.
Use tax may apply when taxable goods are purchased for use in California and the supplier does not collect California sales or use tax. In those situations, UCR may accrue and pay the applicable use tax directly.
Tax, freight, and other additional charges should be listed separately on the invoice.
California Nonresident Withholding
Payments to nonresident individuals or businesses for California-source income may be subject to California withholding requirements.
California generally requires 7% withholding when total California-source payments to a nonresident payee exceed $1,500 during a calendar year, unless an exemption, waiver, or reduced withholding authorization applies.
Applicable California tax forms and the nature and location of the goods or services provided may affect withholding requirements.