Accounts Payable

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

Accounts Payable will accept scanned copies of receipts with DocuSign budget approval. The budget authority should scan the requests to Please ensure that the packet is complete and legible. Do not overlap receipts— the full receipt/invoice must be viewable for auditing.

Please note: A live signature is required on reimbursement requests when the payee has direct deposit. Payroll and Accounts Payable direct deposits are separate systems.

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. 
  • Direct Deposit is strongly encouraged for current staff/faculty/students. 
  • Please contact the Accounts Payable team for instructions for signing up for Direct Deposit.
  • AP direct deposit is different from Payroll.
  • 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.



This section contains forms available to download and print. For further assistance with forms, please contact a Business Office staff member.

Adobe Reader is required to view these forms and can be downloaded for free at the Adobe website.

Travel Policy

Relocation and Moving Expense Policy

University Credit Cards

Credit Card Manual

Credit Card Policy

University Name Badges

Name badge orders are processed in the order they are received at the end of each week. Orders can take up to 3 weeks to be completed.

Object Code List

Signature Authority Memo

Signature Authority Flowchart

Alcohol Policy

Travel Bank System

*For additional assistance, please reach out to the Visa Admin support team at

Travel Bank Training Video

Travel Bank Cardholder User Guides

Travel Bank FAQs


Travel Bank Maintenance Request Form

Grants & Sponsored Research

Contact Us

TBD | Accounts Payable Manager
Marsh Hall | 503-352-2978 | 

TBD| Accounts Payable Coordinator
Marsh Hall | 503-352-2149 | 

Cynthia Manuel | Accounts Payable Coordinator
Marsh Hall | 503-352-2177 |