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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

Emergency Purchases

"Emergency," as used in the Public Contract Code, means a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services.

Requisition Required?

No, if it qualifies as an “Emergency” (defined above).

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

N/A

Administrative Guidelines Related to this Purchase?

Key Purchasing Requirements and Quote/Bid Thresholds?

N/A

Additional Forms or Requirements?

Must complete the form Emergency Purchase Authorization and secure all signatures prior to purchase.

Risk Management Review Required?

No

Payments and Approvals

  1. Check or ACH payments are issued for POs and direct payment requests
    Documents required for this type of payment:
    • Supplier Invoice
    • Emergency Purchase Form (approved)
    • Delegated approval (DOA) using one of the following options
      • Dispatched PO and receipt of goods through Shipping & Receiving (no action required by requester)
      • Authorized stamp on invoice referencing PO# and Acknowledgement of Service
      • Approved Payment Request Form
      • Electronic approval (via email)
  2. Pcard or One Card
    Documents required with month-end approved ProCard statement:
    • Supplier Invoice
    • Emergency Purchase Form (approved)

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

The emergency authorization request must be signed by the Department and immediately delivered to the Director of Procurement and Contractual Services for signature and approval. No work may commence without prior notice to and authorization by the Director of Procurement and Contractual Services. Once all signatures have been secured, attach the Emergency Authorization form to the P Card Statement or Direct Pay.

Common GL Account(s) to Use

  • Varies

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