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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

Other

Any other transaction not included in another transaction type.

Requisition Required?

No requisition is required if ALL of the following apply

  • Transaction is not included in any other transaction type.
  • Transaction does not reference an existing contract/agreement or document, or no signature (written or electronic) is required on any document to complete the purchase.
  • Total spend is less than $9,999.
  • No on-campus provider offers the services, or the proper campus authority pre-approves the services (for example, automotive repairs, or signage).
  • Does not qualify as Restricted or Prohibited Items (see Additional Notes section).

Contact Purchasing at 5-4296 if you need further clarification.

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?

  • 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?

N/A

Risk Management Review Required?

Yes, if requisition is required.

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
    • Delegated approval (DOA) using one of the following options
      • Dispatched PO and receipt of goods through Shipping and Receiving (no action required by requester)
      • Authorized stamp on invoice referencing PO# and Acknowledgment of Service
      • Approved Payment Request Form
      • Electronic approval (via email)
  2. Pcard or One Card (only if less than or equal to $9,999, is not a service and is non-contractual). Documents required with month-end approved ProCard statement:
    • Supplier Invoice/Receipt

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

Restricted / Prohibited items to specific departments below.

  • Ammunition, firearms, and explosives - University Police
  • Heating, ventilation, refrigeration equipment - Facilities Management
  • Outside storage sheds/containers - Facilities Management
  • Radioactive materials, machines, microscopes - Radiation Safety Office
  • Respiratory and hearing protection - Environmental Health and Safety
  • Security systems - Facilities Management
  • Emergency Services

Text Books

  • Contact the campus bookstore.

Common GL Account(s) to Use

  • Varies

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