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Payee Management & Invoicing Best Practices

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UC San Diego accepts Purchase order invoices and Subaward invoices submitted online via Transcepta*. If you have questions or concerns, please contact their support team at ucsd.info@transcepta.com or call (949) 382-2842.

                                          Image of an invoice on a laptop screen

 

Invoice Submission Information 

Important: Invoices submitted without the information below cannot be processed and will be returned to the supplier.

  • Invoice number
  • Purchase order number or Subaward number
  • Invoice Date
  • Bill to Name
  • Bill to Address
  • Line item description, quantity, and unit price
  • Billing start and end date (subaward invoices only)
  • Invoice total

Additional guidelines for submitting your invoice:

  • Tax, Freight, shipping and handling, and any other additional charges must be listed separately 
  • Do not create invoices with both positive and negative values
  • The invoice line item description should match a PO line item

All Payment Compass functionality has transitioned to PaymentWorks and Transcepta.

See the table below for guidance on which platform to use:

Action For payees For UC San Diego employees
Payee registration or updating payee information (e.g, remittance, payment method) Ask your department contact to send you an invitation to PaymentWorks if you are not already registered

Send your payee an invitation to PaymentWorks

Exception process: Proxy registration on behalf of non-PO payees (requires AD login)
Check payment status Viewing Invoices in PaymentWorks  How to search Oracle for payment statuses
Submit invoice Submit via Transcepta* By exception only
Submit Subaward invoice Submit via Transcepta* Upload to Kuali Research

 

*Note: If the payee receives payment by foreign wire transfer, they are not eligible to submit invoices through Transcepta. Foreign wire payment requests must be initiated by the UCSD campus department.