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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

Equipment/Non-Furniture

Anything that plugs in or attaches to a building or connects to a utility (power, water, air or gas). An appliance would fit into this category.

If technology equipment, refer to the TECHNOLOGY transaction type.

Requisition Required?

Yes.

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?

  • Pre-Approval from PPFM attached to requisition.
  • Campus and Foundations thresholds
    • All Goods and Services purchases between $50,000 - $100,000 require a minimum of 3 competitive quotes. If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).
    • Anything under $50,000 is at the discretion of the Purchasing Department as to whether additional quotes are required. 
    • Purchases over $100,000 require a Request Formal Proposal (RFP). If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).
    • Foundation “G” (Grants) Funds - All Goods and Services purchases between $10,000 - $49,999 require at least 2 informal quotes. Anything between $50,000 - $100,000 require 3 informal quotes. Purchases over $100,000 require a Request Formal Proposal (RFP).

Additional Forms or Requirements?

You will first need to obtain pre-approval from PPFM for purchase if the equipment falls under the description of “plugging in or attaching to a building or connects to a utility (Power, water, air or gas). Once you have received this pre-approval form, attach it to your requisition for purchasing review.

Ensure property assets are properly tagged.

Risk Management Review Required?

As determined by Purchasing.

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
    • PPFM Pre-Approval form
    • Delegated approval (DOA) using one of the following options
      • Dispatched PO & 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 (only if less than or equal to $9,999).
    Documents required with month-end approved ProCard statement:
    • Supplier Invoice/Receipt
    • PPFM Pre-Approval form

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

Purchasing will be responsible for ensuring that the Pre-Approved PPFM form has been attached to the requisition prior to purchase.

Common GL Account(s) to Use

  • 619001 - Other Equipment Capitalized
  • 619002 - Instructl Equipt Capitalized
  • 619800 - Instructl Equipt NonCapitalized
  • 619803 - Oth Equipment Non Capitalized

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