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Direct Pay

大发 Direct Pay Guidelines

Effective November 18, 2024

These guidelines apply to all Business Units including 大发, 大发 Corporation, 大发 Foundation, and ASI.

Direct Pays are payments against a department account without the establishment of a purchase order (PO). All reimbursements must be made within 90 days of original purchase or service date.

Any exceptions to these guidelines must be approved by the Accounts Payable Manager.

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.

Where should I process my payment request?

Any purchases/payments must follow all applicable policies/regulations:

Purchase Categories

Any purchases/payments must follow all applicable policies/regulations:

PURCHASING CATEGORIES AND ACCOUNT CODES
ACCT CODE CATEGORY CHANGE
660017

Advertising*
Advertising includes print, radio, and online advertisements. For advertising with terms and conditions, please contact Procurement & Contracts.

 Requisition should be processed in P2P (CSUBUY) if over the ProCard single purchase limit of $5,000.00.
660927
(Other Catering)

660928
(Other Meals)

Catering by Sodexo or an Approved Caterer.
A Hospitality form is required. If there is a catering contract it must be approved by Procurement & Contracts.
大发 Catering

Requisition should be processed in P2P (CSUBUY) if over the ProCard single purchase limit of $5,000.00.
604803

Cell Phone Reimbursement ($50)

 Direct Pay
660805

Community Outreach/Sponsorship-Hospitality form required.  (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 大发 Corporation.

 Requisition should be processed in P2P (CSUBUY)
Varies

Follett Books/Supply Purchases (No Software)

 Requisition should be processed in P2P (CSUBUY) if over the ProCard single purchase limit of $5,000.00.
Varies

Gordian/JOC Fees (FDMA)

 Requisition should be processed in P2P (CSUBUY)

660820
(Other Hospitality)


660962
(Promotional Items)

Hospitality* (only reimbursements or payments to students can go through Direct Pay).


Refer to Hospitality for definitions. Hospitality includes, but is not limited to, promotional items, and participation incentives and awards. 

Requisition should be processed in P2P (CSUBUY) if over the ProCard single purchase limit of $5,000.00.


Requisition should be processed in P2P (CSUBUY) if over the ProCard single purchase limit of $5,000.00.
660861

Insurance (IRM and CORP Admin only)

 Requisition should be processed in P2P (CSUBUY)
616005

IITS Hardware Technology - Visit: IITS TRP Form and attach IITS approval.

 Requisition should be processed in P2P (CSUBUY). If a purchase can go on ProCard instead Procurement will notify requestor during Procurement review.
660805

Memberships or subscriptions* (no software, Software as a Service, or online services).

 Requisition should be processed in P2P (CSUBUY) if over the ProCard single purchase limit of $5,000.00.

660944: Other Awards/Honors

660945:
Incentives

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).

Monetary awards to employees or student assistants must be paid through Payroll.

 Direct Pay
Varies

Other: (includes chargebacks, emergency loans, inter/intra-unit transactions, legal invoices pre-approved by CO and submitted by Risk, pass through expenses, reissue of stale dated/escheated checks, salary advances, tax return payments, uploads, etc.; may also require Procurement & Contracts/Corp approval).

 AP Manager Approval
660001

Postage & Freight (Distribution Services only).

 Requisition should be processed in P2P (CSUBUY)
660002

Printing*. For Printing with terms and conditions that need to be signed, please contact Procurement & Contracts.

 Requisition should be processed in P2P (CSUBUY) if over the ProCard single purchase limit of $5,000.00.
660009

Registration* (i.e., training, webinar, seminar, conference, etc. [no travel]).

 Requisition should be processed in P2P (CSUBUY) if over the ProCard single purchase limit of $5,000.00.
613803

Student Teacher Agreements

 Requisition should be processed in P2P (CSUBUY)
660003

Supplies*
Supplies include consumables (low value, everyday items) with no single item equal to or greater than $5,000 (caps are inclusive of shipping and taxes).

 Requisition should be processed in P2P (CSUBUY) if over the ProCard single purchase limit of $5,000.00.
Varies

Utilities:
605001: Electricity
605002: Gas
605003: Oil
605004: Water
605005: Sewage

 Requisition should be processed in P2P (CSUBUY)

*Use ProCard as the first option (cannot exceed your per transaction limit typically $5000). If ProCard was not used, state the reason on the direct pay form

Any purchases/payments must follow all applicable policies/regulations:

  1. Procurement Policy 大发 or 大发 Corporation
  2. 大发 Hospitality Guidelines
  3. Property Control Policy
  4. Public Relations Funds Policy 大发 Corporation
  5. Payments to Students Guidelines
  6. Cell Phone Reimbursement Guidelines

The following expenses are prohibited for Direct Pay:

  1. Payments for Agreements/Contracts
  2. Travel (use a Travel Claim)
  3. Gift Cards (see business unit purchasing procedures)
  4. Payments against Purchase Orders
  5. Services (a PO/Agreement is needed)
  6. Space Usage off-campus (a Facilities Use Agreement is needed)
  7. Independent Contractors
  8. 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. 

Direct Payments requiring supporting documentation:

  1. Food Purchases 鈥 See 大发 Hospitality Guidelines
  2. Event-related Purchases 鈥 See 大发 Hospitality Guidelines

Approving Authority

Note:  Requestors seeking reimbursement for themselves may not sign as an approving authority.

  1. One-up Manager/Supervisor/Department Chair (only required for employee reimbursements)
  2. Fiscal Authority (If the One-up Manager/Supervisor/Department Chair does not have fiscal authority)
  3. Office of Sponsored Projects (for CORP 85xxx projects only in addition to Fiscal Authority)鈥

Documentation: Attach original receipts/documentation. (Please include additional copy of back-up to be sent with the check to vendor if appropriate). See鈥Direct Payments requiring pre-approvals/supporting documents鈥 section above for additional documentation requirements.

See Cell Phone Guidelines for cell phone reimbursement.

Roles & Responsibilities

Roles & Responsibilities List
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.
  • Certifies accurate approving authorities were entered in the Adobe Sign workflow.
  • Does not seek duplicate payment or a payment paid by another source.
  • Attaches required supporting documentation.

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.
  • 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.

Accounts Payable
  • Validates fiscal authority.
  • Validates purchase is an allowable category.
  • Confer with Procurement as necessary when the category 鈥淥ther鈥 is selected.
  • Ensure appropriate supporting documentation is submitted.

Process

Timeline: Forms for reimbursement must be submitted within 90 days of original purchase or service date. Check PeopleSoft within 15 working days of submission for confirmation of payment.

  1. Complete the Direct Pay form (link below).
  2. 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 鈥Direct Payments requiring pre-approvals/supporting documents鈥 section above for additional documentation requirements.

Employees Only: If not already receiving direct deposit through Accounts Payable  (make the selection from the Adobe workflow drop down menu) This will only need to be completed once, unless banking information changes.

Complete the Direct Pay Form on Adobe Sign:

Questions?

All forms will route automatically to Accounts Payable once completed in Adobe Sign. For any questions, please contact Accounts Payable at: