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:
Any purchases/payments must follow all applicable policies/regulations:
|ACCT CODE||CATEGORY||ACCT CODE||CATEGORY|
|660017||Advertising* (not to exceed $2,500)||660001||Postage & Freight (Distribution Services only)|
|604803||Cell Phone Reimbursement ($50)||660002||Printing* (not to exceed $2,500 per job)|
|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 or CSUSM Corporation||660009||Professional Development* (no travel)|
|504006||Fine & Forfeiture Revenue (Parking)||varies||Refunds for overpayments and agency/third transactions (BFS only)|
|660820||Hospitality* (Attach approved Hospitality Form)||660009||
Registration* (i.e. training, webinar, seminar, conference, etc. – no travel)
|660861||Insurance (IRM and CORP Admin only)||660943||Research Participants (may not pay students or employees)|
|616005||IITS Hardware Technology (Visit: IITS TRP Form. and attach IITS approval)||660019||Settlements/Garnishments (Payroll and Integrated Risk Management only)|
|660805||Memberships*||613803||Student Teacher Agreements|
|Varies||Other (may require procurement/CORP approval)||Varies||
*Use ProCard as 1st Option. If ProCard could not be used, state the reason on the direct pay form.
Note: Requestors seeking reimbursement for themselves may not sign as an approving 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.
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.
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.
Complete the Direct Pay Form on Adobe Sign
All forms will route automatically to Accounts Payable once completed in Adobe Sign. For any questions, please contact accounts payable at: