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California State University, Long BeachCalifornia State University, Long Beach
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P-Card Process Flow — Diagram Explanation

Items that may be Purchased with the P-Card

  1. Is purchase less than $5000?

    If yes, what type of item is being purchased — Prohibited or Restricted?

    Prohibited from P-Card purchases

    • Capitalized Property
    • Firearms, Narcotics or Other controlled substance
    • Hazardous Materials Disposal
    • Lease or Cash Advance
    • Minor Capital Outlay/Construction/Public Works
    • Postage/USPS Services
    • Purchase requiring contract, insurance, or consulting
    • Services (including personal services)
    • Software licenses requiring signed contract
    • Travel related expenses (meals, lodging, transportation)

    If the purchase is prohibited from P-Card Purchase, submit an electronic requisition to Purchasing.

    Restricted and need additional forms/approval from designated department

    • 2 way radio systems and components (University Police)
    • Animals for instructional use only (Office of University Research)
    • Audio Visual Equipment (Audio Visual Services)
    • Copier Equipment/Supplies (Departmental Copier Program)
    • Food/Hospitality/Gift items (Accounts Payable)
    • Hazardous or Radioactive Materials/Fire Extinguishers/Respiratory & Hearing Protection(Safety & Risk Mgmt)
    • Portable fans/heaters/storage sheds/containers/security systems (Physical Planning & Facilities Mgmt)
    • Printing (University Print Shop)
    • Furniture or State Surplus (Purchasing)
    • Travel - registration/conference fees only (Accounts Payable)

    If the purchase is restricted, identify the department listed after the restricted item and determine the type of approval necessary. If unsure, then contact the listed department. In most cases, email authorization is sufficient although supplemental forms are required for hospitality/gifts.

  2. Once you have authorization, determine if the value is within your limit.
    • If yes, then purchase the item using your P-Card
    • If no, submit a requisition for the item
  3. Unrestricted

    4. 1. If the purchase is unrestricted, is the value within your limit?

    1. If yes, then purchase the item using your P-Card
    2. If no, submit a requisition for the item
    3. If no, submit an electronic requisition to Purchasing