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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

Memberships, Dues and Subscriptions

Membership, dues and/or subscriptions to literature which are a part of a job requirement and are in the name of the university.

Requisition Required?

Yes, if greater than $25,000. If a signed document (contract, agreement, other) is required, see ALL PURCHASES REQUIRING A BINDING AGREEMENT OR INSURANCE transaction type. If $25,000 or less, see Payments and Approvals section for options.

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?

N/A

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 - Invoice must demonstrate the that membership is held in the name of the University and the mailing address is that of the University.
    • 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 when total value is less than $25,000. Documents required with month-end approved ProCard statement:
    • Supplier Invoice/Receipt - Invoice must demonstrate the that membership is held in the name of the University and the mailing address is that of the University.

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

Must be in the name of the University with individual as designee and not a component of another fee. Documentation must be provided where membership is a job requirement. (i.e. membership and service – WACUBO, WASC).

Common GL Account(s) to Use

  • 660816 - Dues and Subscriptions

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