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California State University, Long BeachCalifornia State University, Long Beach

ADMINISTRATIVE GUIDELINE

Direct Payment Request Guideline

Guideline Contents

  • Responsible University Officer:
    Associate Vice President, Sharon Taylor

PURPOSE AND SCOPE

Some University expenditures are eligible to be obtained without the establishment of a purchase order.  Typically these expenses are:  low dollar value in nature, reimburse an employee for out of pocket expenses not related to travel or hospitality or where no value would be added by having a purchase order. Campus members are encouraged to use the University’s Procurement Card program whenever possible for these types of expenditures. See the Delegation of Purchasing Authority guideline.

POLICY STATEMENT

Authority to obligate the University for purchases lies with the Director of Purchasing. This policy further defines the parameters and methods stipulated  in the Delegation of Purchasing Authority Guideline.

PROCEDURES

All Direct Payment Requests must be submitted to Accounts Payable using the CSULB Direct Payment Request form. If the department’s Direct Payment Request is not in accordance with the Delegation of Purchasing Authority guideline, the request will be forwarded to the Director of Purchasing. Should this occur, the department will be contacted by either Accounts Payable or Purchasing, and payment will be delayed.

Responsibilities:

Responsibilities of the Initiator

Before initiating a transaction on behalf of the University, it is the responsibility of the individual to assess whether the proposed transaction/business expense is in support of the University’s mission. In addition, this individual has the responsibility to ensure that:

  • Appropriate approval has been acquired, or the individual has the appropriate authority to initiate the expenditure
  • The expenditure is a CSULB allowable business expense
  • The expenditure is in furtherance of the University’s mission
  • The expenditure is ordinary and reasonable
  • The expenditure is within campus budgetary constraints
  • The expenditure is in compliance with any funding designations and/or guidelines
  • The expenditure is in compliance with appropriate University policies and procedures
  • The expenditure is in compliance with operating unit guidelines

Responsibilities of the Approver

This individual has the responsibility to ensure that:

  • All processing and review steps, as stated above, have been followed
  • Tax issues have been properly addressed
  • There is no apparent conflict of interest on the part of the Approver or other individuals involved in the transaction
  • The transaction is in compliance with applicable policies and procedures
  • Business expenses, which could potentially pose a conflict of interest, must not be approved by the beneficiary of the purchase, or by this individual’s subordinate.

Examples of appropriate Direct Payment Request items:

  • Accreditation Expenses
  • Advertisements
  • Guest Lecturers, Artists, Speakers and Distinguished Visitors, Honorariums or Invoices
  • Memberships, Dues and Subscriptions – must be held in the name of the University and not the individual
  • Employee/Student reimbursements
  • Registrations, Conference/Seminar/Training
  • Governmental Payments
  • University Promotional/Logo Supplies – less than $10.00 each
  • Athletics - Conference Referee payments
  • Payments to Auxiliaries
  • Utilities

Examples Inappropriate Direct Payment Request Items:

  • Equipment greater than or equal to $ 5,000.00
  • Services provided to the campus where liability insurance is required
  • Pharmaceuticals
  • Vehicles
  • Health and Safety Equipment
  • Splitting of purchases to circumvent dollar limitations
  • Inter department payments which are to be handled via journal entry

Process

  1. Contact the vendor directly and order the goods. Specify that you are ordering on behalf of the University so that the University may realize any educational discounts to which the University may be entitled.
  2. Complete the CSULB Direct Payment Request form
  3. Attach the original supporting documentation to the CSULB Direct Payment Request form (i.e. vendor invoices, merchant receipts).
    1. Vendor Payment
      When paying a vendor, the original invoice presented for payment must be attached. Invoices should contain information to describe what is being purchased, to whom the money is owed and when that money is due. A packing slip, memo billing or a vendor statement cannot be substituted for an invoice.
    2. Employee/Student Reimbursement
      When reimbursing an individual the original receipt from the merchant, indicating what was purchased, the method of payment, and total amount paid must be attached. Due to tax reporting, individuals may not pay for and in turn seek reimbursement for services from another party. Those expenditures must be routed and paid for directly by the University to the vendor/supplier (example: transcription services, medical payments, photographers, musicians, guest speakers etc.)
  4. Determine if vendor has been set-up in PeopleSoft; if not obtain a Vendor 204 form. If the Vendor 204 form is not received by Accounts Payable it will delay payment. Therefore, it is important to verify whether or not the vendor is already in PeopleSoft (Vendor Look Up).
  5. Obtain appropriate signature approval within your department or division.
  6. Forward the original approved Direct Payment Request form and attachments to Accounts Payable FND 280 Mailstop #9901.

ADDITIONAL CONTACTS

Subject Contact Phone Email
Primary Guideline Contact Carol Monson 562-985-8301

cmonson@csulb.edu

Subject Matter Expert Brenda Penrod 562-985-2697 bpenrod@csulb.edu

APPENDICES AND RELATED INFORMATION

Appendices (if any): N/A

Related Chancellor’s Office Policies:

FAQ

N/A

HISTORY

Issue Date: October 1, 2010

Last Review Date: N/A

Amended Date: N/A