Payment Options

Preferred Payment Options may be requested through PaymentWorks during supplier onboarding.

Virtual Card

• Terms net 0 
• Advanced email notification of payments
• Available to suppliers that accept VISA
• Standard Credit Card processing fees apply

Standard Payment Options may be requested through PaymentWorks during supplier onboarding. 

Direct Deposit (ACH)

Checks

Checks 1%, net 20

• Terms discount 1%, net 20 
• Risky payment option

Checks, net 30 (default payment option)

• Terms net 30
• Risky payment option
• Slowest payment receipt

Wires (for foreign suppliers only)

• Standard payment method for suppliers with foreign bank accounts who do not accept other payment options
• Payees may be charged a transaction fee 

Payment options for human subjects may be requested through Concur.

Visa Gift Card

• Pre-paid, non-reloadable VISA cards available in denominations of $10-$500. Initial loading fee of $1.00 per gift card applies.
• Gift cards cannot be canceled or returned after issuance 
• Departments are responsible for all incurred charges

Expense Reimbursement

• Must be approved and specified within the IRB
• Examples of expenses covered: Hotel/ Lodging, Meals, Mileage
• Medical reimbursement is paid at the Medical Mileage rate of $0.18/mile or subjects can be reimbursed for the actual cost of gas

Cash Advance

• Exception: This option is not requested through Concur, and instead is submitted via a non po payment request in Oracle
• Human Subjects are required to submit the W9, which includes name, address and SSN
  • Information will be reported to the IRS
• Human Subjects receiving more than $600 in a single calendar year will receive a 1099

Human Subject Procurement Card

• Used to purchase merchant gift cards as needed without having to submit a cash advance
• Offers department access to more gift cards
• Same Human Subject policies and procedures apply
• You can use one card for each study, or one card for multiple studies

Direct Payment

• Direct deposit via enrollment on PaymentWorks

Employee payment options are selected via employee's payroll payment option on UC Path. 

Direct Deposit

• Direct Deposit for non-payroll related expenses 

Check

• For payees who do not accept any other payment method

Net terms is an agreement between two parties that a payment of the entire invoice amount is required within a certain time period. At UC San Diego, the net terms vary on the payment method selected. For example:

Check - Net 30 or Net 10 with a 2% discount

Virtual Card - Net 0

Please remember that Accounts Payable generally processes on a Net 30 cycle. This means that Invoices and Payment Requests should be submitted with the understanding that a payment should go out within 30 days from the Invoice Date and/or the Request Submittal Date (i.e. on the Services & Support ticket). There are many times a payment may be issued faster than that 30 day cycle; however, that is typically determined by negotiated terms with select Suppliers and/or the automation within Oracle to issue payments in the next regularly scheduled payment batch upon validation and approvals. We respectfully ask that you plan ahead and be cognizant of standard processing times. Please also keep this in mind when you are looking up the status of Invoices/Payments. The Invoice may be validated and approved but a payment may not be issued until the Due Date (e.g. Invoice Date is August 29, 2022, is Approved by September 10, 2022, but isn’t Due until September 29, 2022, so a check is printed September 22, 2022).