Campus Guidance for Purchasing and Payments

The table below provides an overview of the four approved payment methods and their appropriate use. 
Non-compliance with this guidance may result in transactions being returned for correction.

Purchase Requisition (PO) Required 

Requisitions are generally not recommended for orders under $500 unless a category below requires one

          Procurement Card                                    (ProCard) 

 

 

   Direct Pay Form in         CSUBUY P2P 

 

 

       Direct Pay (Web Form) 
 located on the Forms Gateway

 

 
  • Blanket Supply and Service Orders 
  • Construction, maintenance, repairs 
  • Consulting  
  • Contracts 
  • Equipment ($2,500 and greater) 
  • Equipment Maintenance Services 
  • Furniture  
  • Goods/Supplies ($500 and up) 
  • Grant purchases  
  • Installation Services 
  • IT Hardware (with SNOW ticket and approved quote from IT) 
  • Lease/Space Rentals 
  • Services
  • Software (Solutions Consulting approval required)
  • Books (not for resale)
  • Conference Fees/Registration 
  • CSUBUY Marketplace Orders (including Amazon) 
  • Event fees such as fundraising banquets. 
  • Food (-off site catering only)
  • Memberships
  • Office Supplies
  • Permit/License Fees (not software)
  • Seminars (in-person and online)
  • Subscriptions (not software) 

 

Purchase amount must be within the authorized ProCard single-transaction limit. 

 
  • Medical Service Payment
  • Memberships
  • Official/Referee Payment  

 

 

 

 

 

 

 

 

 

 

 
  • Attorney or Investigator Fees
  • International Wires 
  • Taxes
  • Hospitality Reimbursements 
  • Payments to individuals not providing goods or services to campus, such as monetary award or scholarship for non-CSUB students.  

 

 

 

 

 

 

 

 

Important Reminders

Suppliers 
  • Suppliers must register and be approved by the Chancellor’s Office (CO) before a requisition can be submitted in P2P.
  • Click here for more information on Supplier onboarding and resources. 
Submit Purchase Requisitions before ordering goods or services to
  • Generate a Purchase Order (PO) in P2P before making any financial or contractual commitment to a vendor. 
  • Use CSU and State Master Contracts for best value and pricing. 
  • Support state requirements for DVBE, small business participation, and recycled-product procurement. 
  • Support spend tracking and proper fund encumbrance. 
Contracts

Only delegated officials may sign contracts on behalf of the CSU Trustees or auxiliaries.

  • BKCMP and BKASI: 
    • Vernon Harper – President, Kristen Watson - VP BAS & CFO, Marina Manzano – Chief Procurement Officer  
  • BKFDN:  Heath Niemeyer – VP of University Advancement  
  • BKSEI:  Dwayne Cantrell – VP of SASEM
  • BKSPA:  Deborah Thien – Provost
Procurement must review and process the following contractual documents:
  • Memorandum/Letters of Understanding (MOU/LOU) 
  • Order Forms or Scopes of Work (SOW) 
  • Licenses 
  • Software as a Service (SAAS) or Software Subscriptions  
  • Placement/Internship/Service Learning 
  • Leases and Rentals 
  • Financing 
Contractual Deposits 
  • Contractual deposits on ProCard to hold a venue space or physical items are prohibited.  
  • Contractual deposits need to be routed through Procurement via P2P using the relevant request form.
  • If circumstances arise where it is deemed necessary for a deposit to be charged to a Procard, the cardholder must obtain pre-approval from the Chief Procurement Officer. This approval must be received via email and attached to the ProCard reconciliation as supporting documentation for the transaction. 
Amazon Purchases 
  • Make Amazon purchases through the Marketplace using a ProCard and Amazon Business account. 
Catering / Meals 
  • On-Campus (P2P) - Submit all on-campus catering, including food trucks, on the Hospitality Form (non-travel) in P2P before the event. 
  • Off-Campus (ProCard) - Prepared food picked up off campus may be purchased with a ProCard. Include an approved Hospitality Justification Form with the ProCard Reconciliation package. Special-event or celebration exceptions will not apply under the CSU Hospitality Policy.
Delivery of Goods  
  • Deliver goods to CSUB Shipping and Receiving, 9001 Stockdale Highway, Bakersfield, CA 93311, or CSUB AV Campus Building 100, 43909 30th Street West, Lancaster, CA 93536. THE USE OF PERSONAL HOME ADRESS IN NOT ALLOWED. 
IT Hardware and Software 
  • Software purchases require pre-approval through a Solutions Consulting Request Form. 
  • Request technology quotes in ServiceNow using Request Computer Quote. Once received, submit an IT Hardware Request in P2P. 
  • Purchase technology software and equipment, including computers, laptops, tablets, hotspots, and network equipment, via Purchase Requisition. 
  • ProCard purchases allowed without pre-approval: monitors, headsets, cables, keyboards, and mice.
Promotional Items and/or Items with University Logo 
  • CSUB-logo promotional items, including Rowdy, require Marketing and Communications pre-approval through the Hospitality Form (non-travel) in P2P. 
  • ProCard promotional purchases also require Marketing and Communications approval. Contact marketing@csub.edu for details. 
Employee Reimbursements 
  • Employee reimbursements should be rare. When necessary, obtain prior approval from the Director of Payment Services and submit the claim through Concur. Eligible safety-shoe purchases must follow the Safety Shoe Policy.