Paying an invoice

When you need to have an invoice paid:

Here is how WITH an established Purchase Order (PO):

  • Send an email to Accounts Payable (AP) at:
  • Attach PDF of all pages of the invoice (1 invoice per email, please)
  • In subject line, type: “PO (followed by # sign), invoice number, followed by an underscore (_)” and do not enter any spaces.
  • AP will create a BearBUY voucher. Once approved, payment is issued within the usual Net 30 terms.


Here is how WITHOUT an established Purchase Order (PO) (except Entertainment-type invoices):

InBearBUY, go to:

  • > Forms > Organization Forms > (After the Fact Form)

Required documents/attachments could include the following (none required for Entertainment-type invoices):

  • Statement of Work
  • Invoice
  • Conflict of Interest(only required for individuals)
  • UCB Proof of Price Reasonableness and Source Justification(required if above $4,999)
  • Classification Worksheet for Federal Tax Purposes (formerly known as the Pre-hire Worksheet) only required for individuals
  • Insurance Certificate(required for on or off campus)
  • Supply Chain Management (SCM) After the Fact Justification