Invoices and Payments

Submitting Invoices

• When can I submit my invoice to SJSU?

  • San José State University cannot pay an invoice until we have received goods and/or services from a supplier.

    We must also have a signed Purchase Order between SJSU and the supplier. If you do not have a purchase order, please reach out to your SJSU department contact to ensure the proper payment pathway is being followed.

• How do I submit my invoice to SJSU?

  • There are multiple methods for submitting invoices to San José State University:

    1. e-Invoice Portal - Send the invoice directly to Payment Services for processing.
    2. supplier-invoices@sjsu.edu  - Email the invoice to Payment Services
    3. USPS Mail - the least preferred method and may take longer to process payments.
       
       Mail invoices to:
       San José State University
       Attn: Payment Services
       129 S 10th Street
       San Jose, CA 95192-0041
• What information is required to submit an invoice?

  • Invoices being submitted for payment are required to have the following information:

    • Company name or payee name 
    • Mailing address
    • Valid 10 digit SJSU Supplier ID (click for an example)
    • Valid 10 digit SJSU Purchase Order Number (click for an example)
    • Unique invoice number
    • Itemized information
    • Price breakdown (including tax, shipping, and total)

Receiving Payments

• What payment methods does SJSU offer?

  • We offer the following payment methods:

    • ACH
    • Credit Card
    • Check
    • Wire (for foreign suppliers)
• What payment terms does SJSU offer?

  • We offer more expedient payment terms for electronic payments (ACH, Credit Card, and Wire):

    • Net 30 Day - Payment in 30 days
    • 2% 20 Net 30 - Payment in 20 days with a 2% discount to San José State University

    
    We offer less expedient payment terms for check payments:

    • Net 45 Day - Payment in 45 days
    • 2% 30 Net 45 - Payment in 30 days with a 2% discount to San José State University

1099 Reporting

A 1099 is similar to a W-2 and is used to track the income of independent contractors/businesses who are not set up as corporations. If you are being paid for services in excess of $600 you will receive a 1099 from SJSU.

Tax Withholding

• Payments to Non-California Residents for Services

  • San José State University will withhold and remit 7% of all payments to out-of-state individuals and suppliers for services performed while physically in the state of California. This tax withholding amounts to seven percent (7%) of payments in excess of $1,500 in a calendar year and applies to:

    • Individuals who are not residents of California
    • Taxable entities that do not have a permanent place of business in CA and who have not qualified through the California Office of the Secretary to do business in CA.