Campus Guidance for Purchasing and Payments CSUBUY P2P

Campus Guidance for Purchasing and Payments

The tables below present the forms of payment available and when to use each. Non-conformance with this guidance may have

transactions sent back for correction.

CSUBUY P2P Forms:

Goods and Services Form

Hospitality Form (Non-Travel)

Use to request goods and/or services that are

not available via any catalogs (punchouts).

Examples include:

Classroom or Laboratory Supplies

Drone

Equipment

Furniture

Goods - Other

Includes local Hotels for applicants/guest

(NOT for Fresno State employees or

students)

Marketing or Branded Items

Services - Other

Transportation Charters

Vehicles

Use to initiate a request for non-travel Hospitality, such as:

Apparel Promotional Items (NOTE: all other promotional items go through Printing Services)

Award or Service Recognition

Catering (Campus Dining Services) - please follow the steps below:

● Get quote from Dining Services, sign it and return to Dining Services to place your

order

● Submit P2P Hospitality form with signed quote attached.

● When you receive your invoice from Dining Services, look up your PO number in P2P

and write it on the invoice and then email the invoice to

[email protected]

Catering (Off campus vendor) - Recommend to use ProCard when possible

● Get quote, submit P2P Hospitality Form with quote attached and Procurement will

place the order for you

Entertainment Services

Farewell Award or Event

Food and food related items (napkins, utensils, cups, coffee, etc.)

Gifts

Gift Cards

Morale Function

Participation Incentive

Table, Chair, Canopy rentals

Venue Rentals for Events

Direct Pay Form

Independent Contractor Form

Facilities and Construction Requests Form

(Used by Facilities Management only)

Use to initiate a Direct Payment of a voucher.

Examples include:

Academic Recruitment Commission/Fee

Attorney Fee

Candidate expense (requires interview

certification, invoices and receipts)

Commercial paper program costs

Freight / Postage / Shipping

Legal Settlement

Medical Service Payment

Memberships (Preferred to be placed on

ProCard)

Official/Referee Payment

Permit / License (non-IT)

Royalty Payment

Scholarships

Sponsorships

Subscription/Publication (non-IT) -

( Preferred to be placed on ProCard)

Utilities (Electricity, Gas, Oil, Water, Sewage,

Hazardous Waste, Telecommunication, Direct

Pay, or Other)

Used to initiate a request for services

provided by an individual who is

self-employed, a guest speaker, or a guest

lecturer.

Examples would be:

Guest Speaker or Lecturer

Individual Providing Service to the Campus

and/or Athletics

NOTE : this form request is for Facilities

Management use only to initiate a Facilities or

Public Works Project.

Examples include:

Construction

General Services / Installation and Supply

Maintenance of State Facility or Property

Professional Services (related to Public

Works)

Other

IT Hardware Form

IT Software Form

Payment for Unauthorized Purchase Form

Use to initiate a request for IT Hardware and

Accessories

Use to initiate a request for IT Software,

Website or Software Maintenance, or Cloud

Services.

* Only used when needed - for when trying to

pay an invoice after the fact for a category not

allowed on the Direct Pay (these items

Procurement should have placed the order to

the vendor)

CSUBUY P2P Punchout Catalog Vendors

You can buy directly from the Punchout Catalog vendors listed below within CSUBUY P2P without having to use one of the forms above.

A ProCard will no longer be used for these vendors.

Transactions NOT processed in CSUBUY P2P and Need to Use Process Listed below:

Procurement Card (ProCard)

ProCard Hospitality Form (available on

Procurement Website)

Direct Pays (available in Forms Portfolio)

Do not use if Company is listed in the CSUBUY

P2P Shopping Punchout Catalog module

Items the ProCard should be used for:

Advertisements

Conference fees/registration

Off Campus food - with an approved ProCard

Hospitality Form and an approved Food Waiver

from Dining Services

On campus food - Panda Express, Starbucks, and

Subway, with an approved ProCard Hospitality

form

Transactions that can’t be processed in P2P and

are allowed on the ProCard

Requires manager approval on monthly

reconciliation.

Only to be used for Pro-Card purchases if

applicable

Employee reimbursements (non-hospitality related)

Payroll check requests

Refunds

Student reimbursements

Travel reimbursements

Additional Information and forms :

● Procurement: 559.278.2111 http://fresnostate.edu/adminserv/purchasing/

● Accounting Services: 559.278.2876 http://www.fresnostate.edu/adminserv/accountingservices

Reminders :

Employee reimbursements

● Itemized receipts are required for all non-travel related employee reimbursements up to $300.

● Technology equipment or software must be purchased using CSUBUY P2P. Employees will NOT be reimbursed.

● No reimbursement for purchases made on a personal Amazon account.

● All travel must be processed through Concur.

● Any exceptions for employee reimbursements to be approved by Director of Procurement or the University Controller.

Amazon purchases

● All campus purchases from Amazon must be made in CSUBUY P2P. The ProCard cannot be used to make purchases from a personal

Amazon account. It is not allowed to use a personal Amazon account with a personal credit card to make campus purchases and then ask

for reimbursement.

Purchase Requisitions are required in advance of ordering goods or services in order to :

● Protect Fresno State and ensure risk is mitigated through indemnification and proper insurance endorsements.

● Ensure Fresno State utilizes CSU and State Master Contracts & receives the best price and value for products and services.

● Meet State mandated goals for Disabled Veteran Business Enterprise (DVBE), small business and recycled products requirements.

● Track spend for spend analysis and encumber funds.

Limits

● Purchase Requisitions and Direct pay invoices that are greater than $100,000 require pre-approval by division Vice President.

Promotional items

● All items with the Fresno State logo require pre-approval by the Trademark Licensing Department and an approved CSUBUY P2P Purchase

Requisition Hospitality Form.

Updated September 7 2023