LMC Business Services

Accounts Payable

1. Employee Expense Claims
2. P-card or US Bank Statement
3. Invoices/Payments/Vouchers
4. Special Services Contract Requisition and Payment

5. New Vendor Set up

Forms Available in SharePoint in Business Services – Public/Accounts Payable. SharePoint can be accessed through the Insite Portal or your Microsoft mail.4cd.edu login.

Employee Expense Claims:  

Each employee will complete the Employee Expenses Claim Form. Once the form is completed the employee will need to sign and scan the completed form along with all required back up documentation per BP 9.22 and  have the complete packet review and approve by your area manager. Each manager will need to review, approve, and sign the Employee Expenses Claim Form. Upon signature, the manager will submit complete packet via Business Office SharePoint Site (form and backup) for payment processing.  

• Submit Employee Expenses Reimbursement Form
• Employee Expense Reimbursement Form
• BP9_22 Employee Reimbursement

Procurement Cards:

Procurement Card statements will be sent electronically to card holders. Each card holder will then need to scan and send the statement and all required backup documentation to the appropriate approving manager for review and approval. Once each manager has approved the statement, the manager will then sign and submit complete packet via Business Office SharePoint Site for payment processing.

• Submit P-Cards and US Bank Statements

All Other Invoices:

All other invoices will also be processed electronically through one of the following processes.

For Paper Invoices - This means that invoices along with their required backup documentation will first need to be scanned.  For each invoice complete the new electronic voucher label form. Completed packet (invoice, backup documentation, and electronic voucher sticker form) need to be reviewed and approved by the Manager/Dean. Once approved, each manager/Dean will need to sign the new electronic voucher label form, and then Submit complete packet via Business Office SharePoint Site for payment processing.

For Electronic Invoices – Invoices already electronic. Only required backup documentation will need to be scanned.  For each invoice complete the new electronic voucher label form. Completed packet (electronic invoice, backup documentation, and electronic voucher sticker form) need to be reviewed and approved by the Manager/Dean. Once approved, each manager/dean will need to sign the new electronic voucher label form, and Submit complete packet via Business Office SharePoint Site for payment processing.

• Submit Direct Vouchers Invoices and Other Payments

• Electronic Voucher Label

Special Service Contract Requisitions:

The authorized individual in each department will initiate the completion of the Special Service Contractors Requisition. Once the Special Service Contractors Requisition is completed, it is routed electronically to the appropriate manager in the department with authorization to sign. Once signed, the form will then need to be submitted via Business Office SharePoint Site for further payment processing.

• Submit BP 9.10- Special Service Contractors Payment

New Vendor Setup Request:

To set up a new vendor, please:

1. Complete W-9 Form
   Vendor must fill out and sign the W-9.
2. Submit Documentation
   Upload the W-9 to the LMC Business Services SharePoint Site.
3. Out-of-State Vendors
   If the vendor is outside California:
   • Submit the Out-of-State Vendor Form.
   • Review the 2025 Tax Withholding Notice

California requires 7% withholding on payments over $1,500 for services performed in-state. Vendors may submit Form 590 to claim exemption.

Submit  Vendor Set up Request- W9

Contact:

Michael Jan Ali:  Account Payable   925-473-7344   j.ali548@4cd.edu