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Guideline Contents

PURPOSE AND SCOPE

In accordance with Executive Order 775, purchasing authority is delegated to the University President and by administrative appointment, his designee, the Director of Purchasing. The purchasing office is responsible for ensuring all purchases of goods and services are made within the guidelines set forth by the CSU Policy Manual for Contracting and Procurement, the California State University, Long Beach Procurement Manual, the CSULB Procurement Card Manual, and the laws of the State of California.

POLICY STATEMENT

To improve the efficiency of executing low dollar value purchases this policy specifies the parameters and method(s) of purchasing transactions permitted under this delegation. Transactions made under this delegation are subject to all laws, regulations, CSU and CSULB policies governing the procurement of goods and services by the University.

Definitions

Approval:

An authorization given for a purchase transaction; all purchase transactions are subject to approval at the appropriate level.

Requestor:

MPP and Non MPP employee who initiates the request for purchase.

Approver:

Employee granted fiscal responsibility to sign for the chartfields utilized for internal campus transactions.

Appropriate Administrator:

MPP employee designated by the department; must be higher level than requestor.

Low Dollar Value Purchase:

CSU Long Beach defines a low-dollar value purchase as a procurement that is within the University delegation of up to $5,000, including sales tax and freight and is not prohibited by CSU and/or University Policy. Generally low-dollar value purchases are for non-restricted, repetitive, off-the-shelf items. Low dollar purchases do not include contracted services where the vendor is performing a service on the campus.

Unauthorized Purchase:

An unauthorized purchase is a purchase transaction that is either entered into by an individual that is not authorized to contract on behalf of the University, or entered into by an individual authorized to contract, but who uses an unauthorized procurement method, or exceeds their delegated authority. An individual may be personally responsible for payment of charges incurred by an unauthorized purchase of goods or services.

General Scope of Delegation

Responsibilities

Individuals to whom low-dollar value purchasing authority has been granted assume the role of a University Purchasing Agent and as such are responsible for tracking orders, processing returns and ensuring that all purchases are compliant with governing laws regulations and policies.

Methods of Purchase Purchasing authority may be delegated via the following methods:

1. Procurement Card (Pro Card)
   The ProCard is an authorized credit card issued by the University to designated employees for the purchase of low-dollar value goods in person, by telephone, facsimile, internet or mail order in accordance with the Procurement Card Manual guidelines. Departments can set lower single and monthly limits for each cardholder. The ProCard is the preferred method of payment for low-dollar value transactions.
2. Direct Pay
   Direct expense payments are made to a vendor for goods purchased by the University without prior purchase order or encumbrance. Reimbursements may be processed through direct expense payment, subject to the direct payment policy, when there is no added value to obtaining a purchase order.
3. Department Purchase Order (Departmental Buyer)
   The Department Purchase Order program authorizes end-users who have completed the FIS 4 Department Buyer class to create purchase orders in CMS up to their delegated authority. The Purchasing department will review and dispatch all department purchase orders. The Departmental Purchase Order will be issued in accordance with dollar delegations approved for the specific end-user.

Prohibited Practices and Items

The following practices are specifically prohibited:

• Receiving personal compensation including direct or indirect gratuities, commissions, gifts or other type of compensation for placing a University purchase with a vendor or contractor.
• Splitting purchase transactions by preparing two or more purchase transactions to the same vendor or preparing two or more purchase transactions to different vendors for the same items to avoid the bid process or dollar limitations.
• Engaging in any purchase transactions that would represent a conflict of interest.
• Utilizing the ProCard or Direct Payment process to pay campus entities (unless required for state chargeback). This prohibition does not apply to payment made to auxiliary organizations.
• Refer to Appendix B for a list of Prohibited Items. Authority to purchase prohibited items is restricted to the Purchasing Office.

Monitoring and Review

The University office (i.e. Accounts Payable, Procurement, or Financial and Tax Services), providing oversight of the transaction will conduct post purchase transaction reviews to ensure compliance with CSU and CSULB procurement policies and to provide a basis for adjusting or discontinuing delegation authority to individuals.

Sanctions

Employees who make unauthorized or prohibited purchases or procure goods or services outside of their delegated authority assume the risk of personal liability for payment of the goods or services including transaction fees. Failure to adhere to the conditions of the delegated authority may result in the revocation of delegation.

PROCEDURES

• Procurement Card (Pro Card)
• Direct Payment Policy
• Department Purchase Order

FORMS AND INSTRUCTIONS

N/A

ADDITIONAL CONTACTS

Subject	Contact	Phone	Email
Policy Contact (originator)	Laurinda Fuller	562-985-4890	lfuller@csulb.edu
Subject Matter Expert	Cathy Bishop	562-985-5796	cbishop@csulb.edu
Subject Matter Expert	Carol Monson	562-985-8301	cmonson@csulb.edu
Subject Matter Expert	Brenda Penrod	562-985-2697	bpenrod@csulb.edu

APPENDICES AND RELATED INFORMATION

Related Chancellor’s Office Policies:

Executive Order No. 775 Acquisition of Personal Property and Services

FAQ

N/A

HISTORY

Issue Date: October 1, 2010

Last Review Date: N/A

Amended Date: N/A

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