Accounts Payable

accountspayable@imperial.edu
(760) 355-6139

 

PURCHASE ORDERS AND VENDOR CHECKS

Purchase Orders are legal documents used by the District to procure goods and services from vendors. When a good or service is received, the purchase order and supporting documentation (i.e. invoice or receipts) must be submitted to the Business Office so that a check can be issued to pay the vendor.

Purchase orders with supporting documentation that is submitted to the Business Office by Wednesdays at 12:00 pm (excluding holidays and campus closures), will be processed for payment in the following week.

Vendor checks are issued every Thursday (excluding holidays or campus closures) and placed in the mail at 10:30 am.  Departments that wish to not have the Business Office mail their checks, can request that they be held by sending an email to accountspayable@imperial.edu, by no later than 2:00 pm on the Wednesday prior to the check issue date. Checks issued with an IVC Campus address, will automatically be held and the payee will be notified via email to pick up their check.

Vendor checks made payable to employees, may only be picked up by the payee with a valid ID. Employees may authorize other persons to pick up checks on their behalf by completing the Check Pick Up Authorization form and submitting it to the Business Office.

Any changes to the deadlines or processes above, will be communicated via campus email by the Business Office.

 

MILEAGE REIMBURSEMENT

Pursuant to AP 7400 Travel, when a personal vehicle is used for approved District related business, mileage will be reimbursed at the Internal Revenue Service (IRS) mileage rate in effect on the dates in which the travel occurred.

For in-county travel, mileage reimbursement must be submitted using the Mileage Reimbursement Form.

For out-of-county travel, mileage reimbursement must be submitted on the Travel Request and Expense form.

Claims for mileage reimbursement should be submitted no later than one month after the mileage was incurred.