Remember to allow 10 business days for approval and payment processing.
The following procedures are intended to be used by those who have purchasing authority over CSUSM Corporation projects and programs. These procedures have been developed within the guidelines of the CSUSM Corporation Procurement Policy and, accordingly, are separate from University purchasing policies and procedures.
Purchasing of goods or services is typically performed through the use of the following methods:
If purchasing computers, please refer to Computer Purchase Procedures.
Also see General Provisions for Information Technology Acquisitions, General Provisions for Services Acquisitions and General Provisions for Acquisitions of Goods.
If purchasing hazardous materials, please contact your CSUSM Corporation administrator for special procedures.
Please review the Procurement Policy before completing the purchase order form. Instructions for completing the purchase order form are included in the document and on the tutorial sheet of the document. Purchase orders must be submitted at least 10 business days prior to any event or any deposit due.
After CSUSM Corporation assigns a PO number to the order, the requesting department places the order with the vendor and requests that they include the PO number on their invoice.
Once the order is received...
*P.O.'s must be signed by an authorized Project Signer. The "Okay to Pay" on an invoice may be signed by the University or CSUSM Corporation employee receiving the goods.
If the final invoice amount differs from the purchase order amount by $100 or more, a Purchase Order Amendment must be completed and submitted to CSUSM Corporation for approval and processing.
Check Requests are used for purchases not initiated through Purchase Orders or the Petty Cash Form.
A check request may be used for expense advances (travel advances must use the travel request form).
Steps and guidelines in competing the Check Request form:
The Petty Cash form should only be used for reimbursements under $50. The Petty Cash form is submitted to CSUSM Corporation for approval. Once approved, it is then returned to the individual who then receives their cash reimbursement from the campus cashier's office.