Invoicing

Invoices and requests for payments should be submitted to the Accounts Payable department via DocuSign. The document should be routed for approval and signatures by the account signer and the Sponsored Programs manager, and carbon copied to Accounts Payable at research-foundation-ap@sjsu. Each invoice submitted via DocuSign should include an account number and object code, printed name, and a legible (DocuSign) signature. If all required information cannot be included on the invoice, a completed requisition form should be submitted along with the invoice.

In instances where the requested payment is for reimbursement to the PI for costs (such as supplies, travel, etc.), the chair, dean, or their designee shall have the authority to approve expenses, and must be included in the routing. This is commonly referred to as a “one-up” signature and is applicable to any such payments made directly to the PI. Each invoice must be submitted separately.

By approving a payment, the signer certifies that:

• The expenditure is appropriate to the account,
• The expenditure is in compliance with the university’s educational mission and the Research Foundation’s policies and procedures,
• The expenditure is within the restrictions imposed by the source of funding,
• No other source or reimbursement will be claimed.