Invoices
Transcepta
Transcepta is an electronic invoicing network that enables suppliers to submit invoices directly to Oracle, UC San Diego’s financial system. It is the required invoicing method for Purchase Order (PO) and Subaward Payees.
Key Features of Transcepta
- Electronic Invoicing
- Suppliers can submit invoices electronically through Transcepta, eliminating the need for paper invoices and streamlining the payment process.
How to Get Started
If you’re not already registered with Transcepta, you may do so free of charge using the following link (https://connect.transcepta.com/ucsd).
- Once you’ve submitted your registration, you’ll receive a confirmation email from Transcepta.
- At this point, Transcepta will reach out to us to confirm some information.
- When your Transcepta account is complete, you will receive another email from Transcepta, confirming that you may now submit your invoices.
Already Have a Transcepta Account?
If you're already a Transcepta user, you can use your existing account. Just use the following link to connect you existing account (https://connect.transcepta.com/ucsd).
- Once you’ve requested to connect with UC San Diego, you’ll receive a confirmation email from Transcepta.
- Transcepta will then reach out to us to confirm some information.
- When your Transcepta account is connected with us, you will receive another email from Transcepta confirming that you may now submit your invoices.
*Note: There are no cost or fees associated with the Transcepta registration process. As an invited vendor in UC San Diego’s platform of Transcepta, you will not be expected to make payments to Transcepta. This program is a free service for PO Suppliers and Subaward Payees to manage their invoices.
*Note: Please know that our Medical Campus operates under a separate Transcepta account. If you are doing business with UC San Diego Health, please make sure that you are submitting your invoices to the correct customer on Transcepta.
Transcepta Support
Find Answers
Use these official Transcepta articles for guidance
Get Assistance
Submit questions to the Transcepta Support team
Frequently Asked Questions (FAQs)
How do I know if I’m eligible to submit invoices in Transcepta?
You ARE eligible if you fit the following criteria:
- Suppliers who are billing against a UC San Diego campus PO number and are paid by ACH, credit card or check, and receiving all payments to a single remit to address (for checks) or bank account (for ACH/ credit card) OR
- Supplier that is billing against a UCSD campus subaward number and is paid by either ACH/Direct Deposit, Virtual Card or check.
Your are NOT eligible if you fit the following criteria:
- Supplier that is paid by wire payments to a foreign bank account
- Supplier that is billing against a campus PO number that receive check payments issued to multiple remit to addresses
What are common invoicing errors?
Invoices submitted to UC San Diego must follow specific guidelines through Transcepta. Missing or incorrect information is a common reason invoices are returned to suppliers.
Important Notes:
- Suppliers paid via foreign wire transfer cannot submit invoices through Transcepta. These payment requests must be initiated by the UCSD campus department.
- Invoices missing required information cannot be processed and will be returned.\
Required Invoice Information:
- 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 (for subaward invoices)
- Invoice total
Additional Submission Guidelines:
- Tax, freight, shipping and handling, and other additional charges must be listed separately
- Do not create invoices with both positive and negative values
- Invoice line item descriptions must match a PO or Non-PO line item
How do I fix a Purchase Order (PO) error on my invoice?
If you see a PO error in Transcepta, guidance will also appear within the error message. Common PO-related errors and recommended actions include:
ERROR: The PO was created with the wrong supplier name or number
ERROR: Invalid PO
ERROR: The PO has closed
Action:
- Contact the department or customer who created the PO. Their contact information should be listed on the PO you originally received or through your prior communications.
- The department must cancel the incorrect PO.
- Once you receive the replacement PO, update your invoice with the new PO number and resubmit for processing.
How do I check on the status of an invoice that is listed as “SENT” but I have not yet received payment?
Please use your account on PaymentWorks to check the status of these invoices/payments. For text walkthrough, you may use this PaymentWorks guide.
If payment has been issued, the payment number, payment date, and remit to address will be listed.
*Note: Transcepta does not manage or issue payments.
If payment has been issued, the payment number, payment date, and remit to address will be listed.
*Note: Transcepta does not manage or issue payments.
I have a Transcepta Account already, do I still need to connect to UC San Diego?
Yes – you still need to connect your Transcepta account to UC San Diego.
Your Transcepta profile must be linked to the university’s payee profile. Only when that link exists will the system recognize your invoices as coming from an authorized UC San Diego payee. If the account is not yet associated, the university cannot process your invoices through Transcepta, even though you already have a Transcepta login
Your Transcepta profile must be linked to the university’s payee profile. Only when that link exists will the system recognize your invoices as coming from an authorized UC San Diego payee. If the account is not yet associated, the university cannot process your invoices through Transcepta, even though you already have a Transcepta login