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Payment Services


Procurement Services Needs Your Help!
For more information please click here.

Submit your invoices electronically.
To find out how please click here.


As of November 3, 2014, Procurement Services will implement a new Non-Employee Travel Polcy. To learn more information and to access the new Non-Employee Traveler form please click here.


Welcome to Caltech's Payment Services' site.

Payment Services is a member of the Procurement organization and is responsible for processing and disbursing payments for goods, services, and other non-payroll expenditures incurred by the institute. Our mission is to provide professional services to the Caltech and vendor community while ensuring compliance with established policies and procedures. We have a fiduciary responsibility to the institute and ensure compliance with all audit agencies, meeting the requirements of federal, state, and local governmental regulations.

Locate your Payment Services Specialist for assistance

Payment Services consists of several functional operations: 

The Accounts Payable Department works as a team to process invoices into the system ensuring timely payment. We accomplish our goals in an atmosphere of cooperation and friendliness within and outside the department. We strive to be recognized as an efficient, responsible and a friendly team that is valued by our stakeholders. 

The Disbursements group renders payments in a timely manner, coordinating the disbursements of payments with Treasury and Cash Management operations. The focus of this unit is to certify and audit invoices against payment records and issue check payments, electronic funds transfers and direct deposits to payees. 

Records Retention maintains the organization's document management policies and protects critical documents and information. They are responsible for the security of our records, protecting confidential data and following privacy requirements to allow for compliance and risk mitigation, but at the same time providing access to the documents and information needed to accomplish the mission of the organization.

The Payment Services Specialty Team is dedicated to meeting the needs for all non-purchase order and non-travel related transactions. The group is responsible for processing payment requests (non-travel), petty cash, payment retentions, wire transfers, foreign drafts, refunds and liens. The group also handles expenditure type corrections, reconciling assigned GL Object Codes, supporting Tax Manager with sales and use tax issues and manages the Procurement Services Department budget.

  • Supplier Management

The Supplier Management group handles the maintenance of the supplier database. This database stores information about suppliers who provide goods and services to the institute. The Supplier Management group is responsible for certifying and categorizing suppliers for tax reporting purposes. They manage and secure the data required to conduct direct deposits and electronic funds transfers.  

  • Tax Reporting

The Reporting group is responsible for all phases of backup withholding and reporting for non-payroll payments. This unit produces information returns to the IRS for non-payroll payments (i.e. 1099MISC, 1042S and 592B) and performs analysis for non-resident alien taxation. They are responsible for collecting necessary documentation for appropriate backup withholding and reporting in compliance with the various taxing authorities. The Tax Reporting group is also responsible for the analysis and reporting of data provided to the Tax Department which is reported to the State Board of Equalization.


Jay S. Wood
Associate Director, Payment Services     
(626) 395-6778
Hillary D. Sanchez
Procurement Services Manager
(626) 395-8472