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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

Advertisments

A notice or announcement in a public medium promoting an event, course/class offerings or job vacancy. *This does not include Public Advertisement requirements for bidding purposes. Please refer to the Procurement Office for further explanation.
For advertisements with the DAILY 49ER (CDF), departments can go directly to the service provider for instructions.

Requisition Required?

No, if all of the following apply, see Payments and Approvals section.

  • The the DAILY 49ER (CDF) chargeback process is used
  • Advertisement is less than or equal to $9,999
  • No signed document (contract, agreement, other) is required

Other advertisements: Yes, if a signed document is required or if the amount is greater than $9,999.

If a requisition is required, the minimum time for generating a dispatched Purchase Order (PO):

A minimum of 10 working days after Purchasing receives all completed documentation.

Administrative Guidelines Related to this Purchase?

Key Purchasing Requirements and Quote/Bid Thresholds?

N/A

Additional Forms or Requirements?

  • Proof of performance - Ad copy, tear sheets, proof copy (or print screen for online ads) is required with all forms of payment.

Risk Management Review Required?

No

Payments and Approvals

  • Check or ACH payments are issued for POs and direct payment requests
  • Documents required for this type of payment:
    • Supplier Invoice
    • Proof of performance - Ad copy, tear sheets, proof copy (or print screen for online ads) etc.
    • Delegated approval (DOA) using one of the following options
      • Authorized stamp on invoice referencing PO# and Acknowledgement of Service
      • Approved Payment Request Form
      • Electronic approval (via email)
  • Pcard or One Card for items $9,999 or less
    Documents required with month-end approved ProCard statement:
    • Supplier Invoice
    • Proof of performance - Ad copy, tear sheets, proof copy (or print screen for online ads) etc.

Daily 49er Payments: Chargebacks are paid through campus consolidated invoicing. Service providers obtain Speedcharts and pre-approval at initial setup and do not require additional documentation each month.

NOTE: Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more information.

Additional Notes

It is the University's practice to advertise on http://www.fiscal.ca.gov/ for goods, services and public works projects.

Common GL Account(s) to Use

  • 660017 - Advert & Promo Publications
  • 660042 – Recruitment and Employee Relocation (for recruitment advertisements)

Refer to your Division/College/Department for additional policies and procedures.