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Procurement and Support Services

CSUBUY P2P Guidance for Purchases and Payments

 

The list below presents the forms of payment available and when to use each. Non-conformance with this guidance may have
transactions sent back for correction

Use to request goods and/or services that are not available via any catalogs (punchouts).
Examples include:

  • Classroom or Laboratory Supplies
  • Drone
  • Equipment
  • Furniture
  • Goods - Other
  • Includes local Hotels for applicants/guest (NOT for Fresno State employees or
    students)
  • Marketing or Branded Items
  • Services - Other
  • Transportation Charters
  • Vehicles 

Use to initiate a request for non-travel Hospitality, such as:

  • Apparel Promotional Items (NOTE: all other promotional items go through Printing Services)
    Award or Service Recognition
  • Entertainment Services
  • Farewell Award or Event
  • Food and food related items (napkins, utensils, cups, coffee, etc.)
  • Gifts
  • Gift Cards
  • Morale Function
  • Participation Incentive
  • Table, Chair, Canopy rentals
  • Venue Rentals for Events

Catering (Campus Dining Services) - please follow the steps below: 

● Get quote from Dining Services, sign it and return to Dining Services to place your order
● Submit P2P Hospitality form with signed quote attached.
● When you receive your invoice from Dining Services, look up your PO number in P2P
and write it on the invoice and then email the invoice to accountspayable@mail.fresnostate.edu

Catering (Off campus vendor) - Recommend to use ProCard when possible
● Get quote, submit P2P Hospitality Form with quote attached and Procurement will
place the order for you.

Use to initiate a Direct Payment of a voucher.
Examples include:

  • Academic Recruitment Commission/Fee
  • Attorney Fee
  • Candidate expense (requires interview certification, invoices and receipts)
  • Commercial paper program costs
  • Freight / Postage / Shipping
  • Legal Settlement
  • Medical Service Payment
  • Memberships (Preferred to be placed on ProCard)
  • Official/Referee Payment
  • Permit / License (non-IT)
  • Royalty Payment
  • Scholarships
  • Sponsorships
  • Subscription/Publication (non-IT) - ( Preferred to be placed on ProCard)
  • Utilities (Electricity, Gas, Oil, Water, Sewage, Hazardous Waste, Telecommunication, Direct
    Pay, or Other) 

Used to initiate a request for services provided by an individual who is self-employed, a guest speaker, or a guest lecturer.
Examples would be:

  • Guest Speaker or Lecturer
  • Individual Providing Service to the Campus and/or Athletics 

Use to initiate a request for IT Hardware and Accessories 

Use to initiate a request for IT Software, Website or Software Maintenance, or Cloud Services. 

* Only used when needed - for when trying to pay an invoice after the fact for a category not allowed on the Direct Pay (these items Procurement should have placed the order to the vendor)

USED BY FACILITIES MANAGEMENT ONLY.

NOTE : this form request is for Facilities Management use only to initiate a Facilities or Public Works Project.
Examples include:

  • Construction
  • General Services / Installation and Supply
  • Maintenance of State Facility or Property
  • Professional Services (related to Public Works)
  • Other

Complete Book, School Specialty, Staples, Goods and Services Request Form

image of vendors

B&H, CDW-G, DELL, Connection, HP Invent, IRG, SHI, IT Hardware Request, IT Software Request

Image of IT Electronics vendors

 

Carolina, Fisher Scientific, Henry Schein, Medline, MilliporeSigma, Thomas Scientific, Avantor, Goods and Services Form

Images of vendors for lab scientific and medical supplies

 

Amazon Business, Goods and Services Request, Independent Contractor Request

Image of vendors to use for general supplies

 

Hospitality Request Form

Grainger, Black Box Safety, Fastenal, Gordon Industrial, Graybar, Lowe's Pro, Waxie, Facilities and Construction Request, Goods and Services Request

Vendors used for facilities related items

 

CSUBUY Operational Tasks - Guided Buying:

  • Request to Close PO
  • Supplier Extension or Re-Invite

Payments - Guided Buying:

  • Direct Pay Request
  • Payment for Unauthorized Purchase

Do not use if Company is listed in the CSUBUY P2P Shopping Punchout Catalog module.

Refer to the Procard manual for what the Procard can and cannot be used for: https://adminfinance.fresnostate.edu/procurement/purchasing/ways/procard.html

Items the ProCard should be used for:

  • Advertisements
  • Conference fees/registration
  • Off Campus food - with an approved ProCard
  • Hospitality Form and an approved Food Waiver from Dining Services
  • On campus food - Panda Express, Starbucks, and Subway, with an approved ProCard Hospitality form
  • Transactions that can’t be processed in P2P and are allowed on the ProCard.  Requires manager approval on monthly reconciliation.

Only to be used for Pro-Card purchases if applicable.

The Hospitality Justification form can be found here: https://adminfinance.fresnostate.edu/procurement/purchasing/forms.html

Available in Forms Portfilio.

  • Employee reimbursements (non-hospitality related)
  • Payroll check requests
  • Refunds
  • Student reimbursements
  • Travel reimbursements

Additional Information and forms:


● Procurement: 559.278.2111 http://fresnostate.edu/adminserv/purchasing/
● Accounting Services: 559.278.2876 http://www.fresnostate.edu/adminserv/accountingservices


Reminders:

Employee reimbursements
● Itemized receipts are required for all non-travel related employee reimbursements up to $300.
● Technology equipment or software must be purchased using CSUBUY P2P. Employees will NOT be reimbursed.
● No reimbursement for purchases made on a personal Amazon account.
● All travel must be processed through Concur.
● Any exceptions for employee reimbursements to be approved by Director of Procurement or the University Controller. Amazon purchases
● All campus purchases from Amazon must be made in CSUBUY P2P. The ProCard cannot be used to make purchases from a personal Amazon account. It is not allowed to use a personal Amazon account with a personal credit card to make campus purchases and then ask for reimbursement.


Purchase Requisitions are required in advance of ordering goods or services in order to:
● Protect Fresno State and ensure risk is mitigated through indemnification and proper insurance endorsements.
● Ensure Fresno State utilizes CSU and State Master Contracts & receives the best price and value for products and services.
● Meet State mandated goals for Disabled Veteran Business Enterprise (DVBE), small business and recycled products requirements.
● Track spend for spend analysis and encumber funds. Limits
● Purchase Requisitions and Direct pay invoices that are greater than $100,000 require pre-approval by division Vice President.


Promotional items
● All items with the Fresno State logo require pre-approval by the Trademark Licensing Department and an approved CSUBUY P2P Purchase
Requisition Hospitality Form.