Direct Pay
CSUSM Direct Pay Guidelines
Effective September 1, 2020
These guidelines apply to all Business Units including CSUSM, CSUSM Corporation, CSUSM Foundation, and ASI.
Direct Pays are payments against a department’s account without the establishment of a purchase order (PO). All reimbursements must be made within 90 days of original purchase/service or invoice date, or an after the fact form is required. Do not follow these guidelines if you have a purchase order for your purchase, instead follow the PO guidelines, or the CSUSM Corporation Requisition and PO guidelines.
ProCard Preferred: Please use ProCard whenever possible. Personal credit cards should be used on a limited basis such as urgent situations. More information on the use of a ProCard.
You May Not Need to Submit a Direct Pay Form if you have an invoice.
On the invoice, please include the following:
- Chart field string (if no PO is in place)
- Fiscal Authority approval signature
- Purchase Category (see list below)
- Original authorized signatures and the words “Direct Pay” on the invoice itself along with all necessary information for payment.
Purchase Categories
Any purchases/payments must follow all applicable policies/regulations:
ACCT CODE | CATEGORY | CHANGE |
---|---|---|
660017 |
Advertising* (not to exceed $10,000). |
Increase from $2,500 to $10,000 |
660927 (Other Catering) 660928 (Other Meals) |
Catering by Sodexo or an Approved Caterer. |
New Category |
604803 |
Cell Phone Reimbursement ($50) |
|
660805 |
Community Outreach/Sponsorship (i.e., purchase tables at events with no terms and conditions to be signed). For events with terms and conditions to be signed, contact Procurement & Contracts or CSUSM Corporation. |
|
504006 |
Fine & Forfeiture Revenue (Parking) |
|
Varies |
Follett Books/Supply Purchases (No Software) |
New Category |
Varies |
Gordian/JOC Fees (FDMA) |
New Category |
660820 (Other Hospitality) 660962 (Promotional Items) |
Hospitality* (Attach approved Hospitality Form) |
$10,000 cap added. Defined to include promotional items, and participation incentives and awards. |
660861 |
Insurance (IRM and CORP Admin only) |
|
616005 |
IITS Hardware Technology - Visit: IITS TRP Form and attach IITS approval. |
Changed Limits |
660805 |
Memberships or subscriptions* (no software, Software as a Service, or online services). For memberships or subscriptions with terms and conditions, please contact Procurement & Contracts. |
Added subscriptions and details about no software or online services. |
660944: Other Awards/Honors |
Non-resident Alien (due to tax restrictions, non-resident aliens must receive an award
or incentive in ACH payment or check form and not through a gift card). |
Added Description |
Varies |
Other (may require Procurement & Contracts/CORP approval) |
|
660001 |
Postage & Freight (Distribution Services only) |
|
660002 |
Printing* (not to exceed $10,000 and without terms and conditions). For Printing with terms and conditions that need to be signed, please contact Procurement & Contracts. |
Increase from $2,500 to $10,000 |
660009 |
Professional Development* (no travel) |
|
Varies |
Refunds for over payments and agency/third transactions (BFS only). |
|
660009 |
Registration* (i.e., training, webinar, seminar, conference, etc. (no travel) |
|
660943 |
Research Participants (may not pay students or employees) |
|
660019 |
Settlements/Garnishments (Payroll and Integrated Risk Management only) |
|
613803 |
Student Teacher Agreements |
|
660003 |
Supplies* |
|
Varies |
Utilities: |
*Use ProCard as the first option (cannot exceed your per transaction limit typically $4500). If ProCard could not be used, state the reason on the direct pay form.
Any purchases/payments must follow all applicable policies/regulations:
- Procurement Policy CSUSM or CSUSM Corporation
- CSUSM Hospitality Guidelines
- Property Control Policy
- Public Relations Funds Policy CSUSM Corporation
The following expenses are prohibited for Direct Pay:
- Payments for Agreements/Contracts
- Travel (use a Travel Claim)
- Gift Cards (see business unit purchasing procedures)
- Payments against Purchase Orders
- Services (a PO/Agreement is needed)
- Space Usage off-campus (a Facilities Use Agreement is needed)
- Stipends
- Independent Contractors
- Software (Software includes Software-as-a-Service, online services, online subscriptions and any information technology or interconnected system or subsystem that is used in the creation, conversion, or duplication of data or information. Please see the thorough definition of software.)
Direct Payments requiring pre-approvals / supporting documentation:
- IITS Hardware Technology purchases. Attach IITS approval.
- Food/Gift Purchases – See CSUSM Hospitality Guidelines
- Event-related Purchases – See CSUSM Hospitality Guidelines
Approving Authority
Note: Requestors seeking reimbursement for themselves may not sign as an approving authority.
- One-up Manager/Supervisor/Department Chair (only required for employee reimbursements)
- Fiscal Authority (If the One-up Manager/Supervisor/Department Chair does not have fiscal authority)
- Office of Sponsored Projects (for CORP 85xxx projects only in addition to Fiscal Authority)
Documentation: Attach original receipts/documentation. (Please include additional copy of back-up to be sent with the check to vendor if appropriate). See“Direct Payments requiring pre-approvals/supporting documents” section above for additional documentation requirements.
See Cell Phone Guidelines for cell phone reimbursement.
Roles & Responsibilities
Role | Responsibility |
---|---|
Requestor/Submitter |
|
Approving Authority |
|
Accounts Payable |
|
Process
Timeline: Forms for reimbursement must be submitted within 90 days of original purchase/service or invoice date. Check PeopleSoft within 15 working days of submission for confirmation of payment.
- Complete the Direct Pay form (link below).
- Attach original itemized receipts and any other supporting documentation. (Please include additional copy of back-up to be sent with the check to vendor if appropriate). See “Direct Payments requiring pre-approvals/supporting documents” section above for additional documentation requirements.
Employees Only: If not already receiving direct deposit through Accounts Payable, complete the direct deposit form. This will only need to be completed once, unless banking information changes.
- If recipient has not been paid by the University previously: ensure completion of the Payee Data Record (204). This will only need to be completed once, unless payee’s legal business name, entity type or tax payer identification number changes for the payee data record. Payments to new vendors/payees may be delayed until a completed Payee Data Record Form (Form 204) is received by Accounts Payable.
- The form will automatically route through Adobe Sign to all approvers.
- Once all signers have approved, the completed form will route to the requester, all approvers, and Accounts Payable for payment.
Complete the Direct Pay Form on Adobe Sign:
Direct Pay Form
Questions?
All forms will route automatically to Accounts Payable once completed in Adobe Sign. For any questions, please contact accounts payable at:
- accountspayable@csusm.edu (for stateside submissions)
- apcorp@csusm.edu (for CSUSM Corporation submissions
- apfnd@csusm.edu (for Foundation submissions)