CSUBUY Procure-to-Pay (P2P)

 

Fiscal Year End for ​2024-25

We have updated the process this year, and Blanket PO’s for fiscal year 2024-25 will not be closed on June 30 like previous years unless requested to be closed early.   Blanket PO’s will be rolled over into the new fiscal year and will be closed out in mid-July. This will allow late invoices to still be paid. 

 

Access to CSUBUY P2P (recommend to use Chrome)

Login to CSUBUY P2P System

Request Access to CSUBUY P2P: to request access to CSUBUY P2P, follow the instructions in this CSUBUY P2P access request document.

NOTE:  The supplier search feature in CSUBUY P2P is now available for use by the campus.  Here is what the different supplier statuses mean: Approved - supplier is ready for use; Profile Complete - the supplier registered but needs to be synced into P2P (reach out to Procurement to have them synced); In Progress - supplier has started but not finished the registration; Invited - supplier has not started the registration process.

NOTE (updated 2/20/25):  When requesting a new supplier, let the supplier know that an email will come from noreply@jaggaer.com with the subject line of "Supplier Invitation for The California State University".

NOTE:  The Kennel Bookstore is now setup and ready for use in P2P and they are registered as Follett Corporation

NOTE: Dell - When placing orders for Dell, you need to submit the order on the P2P - IT Hardware Form if you have a quote and only use the supplier - Dell Marketing, do not use the supplier Dell, which is the supplier name for the punchout supplier. 

NOTE:  CDW is now live as a Punchout in CSUBUY P2P.  When in CSUBUY P2P, just scroll to the bottom of the website to find the CDW logo to place an order.

NOTE:  Returned Vouchers:  If you receive an email regarding a returned voucher, please contact Cynthia
Hanks.  She will work with the Support Team to diagnose, edit, and resubmit the voucher back into the workflow.

NOTE: Do not use P2P for employee or student reimbursements - use the Direct Pay form in Forms Portfolio for these reimbursements.  

NOTE (REVISED):  Candidate reimbursements no longer will be in P2P, please utilize the legacy Direct Pay form found in Forms Porfolio.  No formal registration process is required for candidate reimbursements.

NOTE (updated 3/7/25):  To pay for hotels for candidates, utilize the P2P - Goods and Services form, category is Services - Other.  Current hotels registered in P2P are: Hilton Garden Inn Clovis, Holiday Inn Express Clovis, TownePlace Suites Clovis, and Extended Stay.

NOTE:  Once you submit a P2P Form and it is in workflow you are not able to make any updates to the order unless you "withdraw" the order.   You can add documentation to an order that is in workflow by using the "comments" tab and attach the documents with a comment (the "attachments" tab will not work while the order is in workflow)

NOTE: Do not submit invoices as an attachment with any of the P2P Forms (Requisitions), once your PO is issued, you would then email the invoice with the PO number on it to accountspayable@mail.fresnostate.edu  (example subject line for the email:  "Dell Invoice for PO 2400012345).   When using P2P Direct Pay form, you can and should attach the invoice.  When using IRA funds you will need to attach a copy of the invoice to the P2P requisition form (for the ARO office to see) and will also need to email a copy of the invoice with the PO number to the Accounts Payable email address.  Do not get any signatures on the invoices, when the invoices are uploaded in the P2P system by Accounting, the invoice will route to your for electronic review and approval.

NOTE:  If purchasing Hospitality related items from punchout vendors Amazon or Staples, then attach the campus Hospitality Form for ProCard Purchases (even though it is not a ProCard purchase) to your shopping cart using the Attachments Tab and put it as a Internal Attachment.  The Hospitality Form for ProCard Purchases can be found on the Procurement Website at Procurement Forms

NOTE: Do not use P2P Amazon for any gift cards.  Amazon gift cards must be purchased through Amazon.com with a ProCard.  These are the only orders that should go through Amazon.com as all other Amazon orders should go through P2P.  You will need the Hospitality Form for ProCard Purchases form to purchase the gift cards (as mentioned in the above note).

NOTE: temporarily for foreign individuals, continue to use the old process.  Have them register via PaymentWorks and submit on a legacy Direct Pay (found in Forms Portfolio)

NOTE:  CSU Fresno Association (Food Services, RSU, SSU, USU, etc.) is not set up in P2P yet, please continue to utilize the legacy Direct Pay form for them until further notice

NOTE: Staples now has an agreement with HP for deeper discounts on HP Toners.

Use this Quick reference to determine which CSUBUY P2P form and Shopping Punchout Vendor to use and also when not to use CSUBUY P2P - Campus Guidance for P2P Purchasing and Payments Forms.

CSUBUY P2P - Delegation of Authority (DOA)
The DOA's are financial approvals for each departments transactions in CSUBUY P2P.  A P2P transaction will only go to one level of DOA approval based on the dollar amount of the P2P transaction.  There are four levels of DOA in P2P as follows: Level 4 - up to $5,000; Level 3 - $5,001 to $50,000; Level 2 - $50,001 to $100,000; and Level 1 - $100,001 or greater (Level 1 will always be a VP for DOA).  It is recommended to have at least 2 people listed as DOA for Levels 3 and 4, as anyone creating a P2P transaction can not also be the DOA approver for that transaction.  To make any updates to your department's DOA, please click here to access the P2P DOA update form.  If you need to know what your current DOA is, then you can reach out to Jacob Locke in Accounting at jlocke@mail.fresnostate.edu

All DOA updates will be uploaded into CSUBUY P2P every Thursday evening.

 

Access to CSUBUY Marketplace (for vendors that don't have a P2P Punchout yet)

Login to CSUBUY Marketplace.

What is CSUBUY P2P?

Fresno State is one of the seven campuses piloting the implementation of CSUBUY Procure-to-Pay (P2P), the third phase of the CSUBUY program. CSUBUY P2P will provide one streamlined automated approach and system for procurement and payment processes from shopping all the way through receiving and invoicing. It will also reduce the manual touchpoints of our current system and provide a standardized and simplified experience for campus users and outside vendors.

CSUBUY P2P Training Opportunities

All sessions are online and you only need to attend one session

CSUBUY P2P Training Resources

Need Help?

• Quick reference to determine which CSUBUY P2P form and Shopping Punchout Vendor to use and also when not to use CSUBUY P2P - Campus Guidance for P2P Purchasing and Payments Forms
• Contact Brian Cotham or Antoinette Castanon in the Procurement department for any questions or issues that may arise
• Technical Issues: submit a ServiceNow ticket for technical assistance. (can be used for supplier questions and issues, not to be used for access issues)

Suppliers

Supplier information and resources for CSUBUY P2P can be found at our CSUBUY Supplier website at CSUBUY Supplier website

Suppliers/Vendors: Need help accessing P2P? Please email us at csubuy-suppliersupport@calstate.edu

Supplier Portal login Login to CSUBUY P2P Supplier Portal

Supplier/Individual W9 form (to be filled out and uploaded into the CSUBUY P2P Supplier Portal)

Contact Us

If you are encountering login/access issues or have questions about using CSUBUY, please contact Procurement at 559-278-2111