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). 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. For more information on the use of a ProCard, visit: https://www.csusm.edu/procurement/procurementservices/ebusinessprocard/index.html
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) |
660003 | 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 | 660003 | Supplies* |
504006 | Fine & Forfeiture Revenue (Parking) | 660009 | Professional Development* (no travel) |
660820 | Hospitality* (Attach approved Hospitality Form) | varies |
Refunds for overpayments and agency/third transactions (BFS only) |
660861 | Insurance (IRM and CORP Admin only) | 660009 | Registration* (i.e. training, webinar, seminar, conference, etc. – no travel) |
616005 | IITS Hardware Technology (Visit: https://www.csusm.edu/iits/trp/order.html. and attach IITS approval) | 660943 | Research Participants (may not pay students or employees) |
660805 | Memberships* | 660019 | Settlements/Garnishments (Payroll and Integrated Risk Management only) |
Varies |
Non-resident Alien 660944 Awards/Honors 660945 Incentives |
613803 | Student Teacher Agreements |
Varies | Other (may require procurement/CORP approval) | Varies |
Utilities 605001 Electricity 605002 Gas 605003 Oil 605004 Water 605005 Sewage |
*Use ProCard as 1st Option
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.
Role |
Responsibility |
|
Requestor/Submitter |
Certifies expenses are necessary, appropriate to the occasion, reasonable in amount and serve a purpose consistent with the mission and fiduciary responsibilities of the University. |
|
Confirms the expense is allowable per the University Direct Pay Guidelines and applicable policies and procedures. |
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Certifies accurate approving authorities were entered in the Adobe Sign workflow. |
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Does not seek duplicate payment or a payment paid by another source. |
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Attaches required supporting documentation. |
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Approving Authority |
Principal Investigator (if applicable) |
Ensuring expenses charged to funds authorized for the purpose. |
One-up Manager/Supervisor or Department Chair |
Substantiates expenses are necessary, appropriate to the occasion, reasonable in amount and serve a purpose consistent with the mission and fiduciary responsibilities of the University. |
|
Approving Authority/Fiscal Authority |
Confirms the expense is allowable per the CSU Direct Pay Guidelines and applicable policies and procedures. |
|
Office of Sponsored Projects (if applicable) |
Ensuring expenses are an allowable expense per the grant agreement. |
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All involved in the review or approval routing. |
Approving/denying the Direct Pay form in a timely manner. |
|
Denying requests not directly related to official University business. |
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Accounts Payable |
Validates fiscal authority. |
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Verify appropriate approver over $10k and $50k. |
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Validates purchase is an allowable category. |
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Confer with Procurement as necessary when the category “Other” is selected. |
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Ensure appropriate supporting documentation is submitted. |
Timeline: Forms for reimbursement must be submitted within 90 days of original purchase. 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
Follow-up 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)