´ó·¢

password iconPASSWORD
MANAGEMENT
Your  Account:
password iconPASSWORD
MANAGEMENT
Procurement & Contracts

Goods/Services/IT

Tips for Making a Purchase

Know who you are contracting with. If you are hiring an individual, sole proprietor, partnership, single-member LLC or closely held corporation, please follow the Independent Contractor Process.

Know your funding source. Please know your funding source and submit the requisition to the correct business unit. Requisitions and agreements using State or Foundation funds are processed through ´ó·¢ Procurement & Contracts. Please note that a requisition cannot mix funds from multiple business units.

Based on the following definitions, choose your purchase type, and follow the instructions.

Please note that the timeframes provided begin once all required backup documentation is received and may be altered if extensive negotiations are required or if the supplier cannot provide the required insurance documentation in a timely manner. The supplier should not provide goods or commence services until Procurement has issued a contract or purchase order.

CSUBUY P2P

Before starting your requisition, search to see if your supplier is in CSUBUY and set up for our campus. For supplier setup questions, please contact suppliersetup@csusm.edu.

Please select your requisition form type under Showcases on the Home page of CSUBUY P2P. More information on each CSU Form Request (Requisition) can be found below. The questions for each Form can be found in Procure-to-Pay (P2P) Form Request Fields. Please note the request fields document, this is for reference only.

What Goes Where?

CSUBUY P2P Requisition

  • Goods and Services purchases
  • Independent Contractor
  • IT Hardware
  • IT Software
  • Facilities Maintenance
  • Public Works
  • Hospitality (non-travel and non-ProCard)
  • Payment for Unauthorized Purchase

Direct Pay

Procard

Travel

  • Employee, Non-employee, and Student Travel Reimbursements
  • Hospitality Expense Reimbursements while Traveling

Goods and Services Request

Goods

Main or sole purpose of buying tangible items, such as equipment, parts, supplies, or other merchandise. For Goods less than $5,000, we highly recommend purchasing through the with a new, streamlined purchasing process.

*Staples Advantage offers desktop delivery and is not located in the CSUBUY P2P. Please use Staples Advantage Desktop Delivery for office supply purchases.

Please note that some Goods may qualify for ProCard. See the ProCard Manual for more information.

Goods Matrix
Below $5,000
  1. Check out the CSU-contracted suppliers in with a new, streamlined purchasing process with CSU-contracted pricing.

  2. Check the ProCard manual for Goods that qualify for purchase via ProCard.

  3. Requisition (Goods and Services Form Request) attaching the following items:

    • Quote or Proposal from your preferred vendor or specification of goods to be purchased.
  1. Immediate
  2. Immediate
  3. Up to 4 weeks
$5,001 - $49,999
  1. Check out the CSU-contracted suppliers in with a new, streamlined purchasing process with CSU-contracted pricing.

  2. Requisition (Goods and Services Form Request) attaching the following items:

    • Quote or Proposal from your preferred vendor or specification of goods to be purchased.
  1. Up to 2 weeks
  2. Up to 4 weeks

$50,000 - $99,999

Informal Bid via Online Requisition
  1. Check out the CSU-contracted suppliers in with a new, streamlined purchasing process with CSU-contracted pricing.

  2. Requisition (Goods and Services Form Request) attaching the following items:

    • Quotes or Proposals from three (3) or more vendors or specification of goods to be purchased.
  1. Up to 3 weeks*
  2. 6 - 8 weeks*

*Timeframe begins once Procurement has approved specifications.

$100,000+

Formal Bid via online Requisition
  1. Check out the CSU-contracted suppliers in with a new, streamlined purchasing process with CSU-contracted pricing.

  2. Requisition (Goods and Services Form Request) attaching the following items:
  • Specification of goods to be purchased.
  1. Up to 4 weeks*
  2. 8 - 16 weeks*

*Timeframe begins once Procurement has approved specifications.
Total Cost Purchasing Tips and Information Needed

Procurement Time to Completion
(the timeline begins once the P2P requisition enters Procurement Review in P2P and after all DOA and Compliance review steps)

Services

Any work performed wherein the service rendered does not consist primarily of the acquisition of goods. This does NOT include Information Technology Services or Public Works projects but does include contracts for routine maintenance tasks, recurring, and usual work for the preservation, protection, and keeping of any publicly owned or operated facility.

Services Matrix
Total Cost

Purchasing Tips and Information Needed

Procurement Time to Completion
(after receipt of all required documents and completion of compliance reviews)
Below $49,999

Requisition (Goods and Services Form Request) attaching the following items:

  • Quote or Proposal from your preferred vendor or specification of goods to be purchased.

Up to 5 weeks

$50,000 - $99,999

Informal Bid via Online Requisition

Requisition (Goods and Services Form Request) attaching the following items:

  • Quotes or Proposals from three (3) or more vendors or scope of services for the purchase.

8 – 10 weeks*

*Timeframe begins once Procurement has approved specifications.

$100,000+

Formal Bid via Online Requisition

Requisition (Goods and Services Form Request) attaching the following items:

  • Scope of services for the purchase.

10 – 20 weeks*

*Timeframe begins once Procurement has approved specifications.

IT Hardware Request

Equipment, material, and devices used for electronic storage, processing, or transmitting of any data or information.  Note: this form will include an IITS review as part of the workflow.

IT Hardware Matrix
Below $5,000
  1. Check out the CSU-contracted suppliers in with a new, streamlined purchasing process with CSU-contracted pricing.

  2. Check the ProCard manual for items that may qualify for purchase via ProCard.

  3. Requisition (IT Hardware Form Request) attaching the following items:
    • Quote or Proposal from your preferred vendor or specification of goods to be purchased.
  1. Immediate
  2. Immediate
  3. Up to 4 weeks
$5,001 - $49,999
  1. Check out the CSU-contracted suppliers in with a new, streamlined purchasing process with CSU-contracted pricing.
  2. Requisition (IT Hardware Form Request) attaching the following items:
    • Quote or Proposal from your preferred vendor or specification of IT hardware to be purchased.
  1. Up to 2 weeks
  2. 5 - 7 weeks

$50,000 - $499,999

Informal Bid via Online Requisition
  1. Check out the CSU-contracted suppliers in with a new, streamlined purchasing process with CSU-contracted pricing.

  2. Requisition (IT Hardware Form Request) attaching the following items:
    • Quotes or Proposals from three (3) or more vendors or specification of IT Hardware to be purchased.
  1. Up to 3 weeks*
  2. 8 - 10 weeks*

*Timeframe begins once Procurement has approved scope of services.

$500,000+

Formal Bid via online Requisition
  1. Check out the CSU-contracted suppliers in with a new, streamlined purchasing process with CSU-contracted pricing.

  2. Requisition (IT Hardware Form Request) attaching the following items:
    • Specification of IT hardware to be purchased.
  1.  
  1. Up to 5weeks*
  2. 12 - 20 weeks*

*Timeframe begins once Procurement has approved scope of services.
Total Cost Purchasing Tips and Information Needed Procurement Time to Completion
(after receipt of all required documents and completion of compliance reviews)

IT Software Request

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, as well as the data or information itself.

Important:
Before starting your requisition in CSUBUY, please review the Information Technology Review Process.
Below $5,000

Software may be purchased via ProCard if the following criteria are met:

  • The IT Software Request Form is completed and is approved by IITS
  • The InfoSec Rick Level is "Low" on IITS' approval;
  • The Data Type is "No Sensitive Data" in IITS' approval; and
  • The total cost is less than $5,000.
  • NOTE: work with Procurement to confirm ProCard eligibility.
  1. Immediate
  2. Approximately 6 weeks
$5,001 - $49,999

Quote or Proposal from your preferred vendor or scope of services for desired software.

6 - 8 weeks

$50,000 - $499,999

Informal Bid via Online Requisition

Quotes or Proposals from three (3) or more vendors or scope of services for software to be purchased.

8 - 12 weeks*

*Timeframe begins once Procurement has approved scope of services.

$500,000+

Formal Bid via online Requisition

Scope of Services for software to be purchased.

12 - 20 weeks*

*Timeframe begins once Procurement has approved scope of services.
Total Cost Purchasing Tips and Information Needed Procurement Time to Completion
(after receipt of all required documents and completion of compliance reviews)

Independent Contractor Request

Use to initiate a request for services provided by an individual, sole proprietorship, incorporated entity, or business, such as a consultant, speaker, or performer, and also used for individuals or companies providing services with a similar scope to job duties performed by CSU-represented employees. 

NOTE: Include a Scope of Work (SOW) that details the services the Supplier will provide.

Please visit Independent Contractor for more information on the process and scope of work template.

Hospitality Request (non-travel)

See more information on Hospitality at Accounts Payable.The Form questions can be found in CSU Form Request Fields.

Payment for Unauthorized Purchase

Please use the Adobe Sign form below to complete the Unauthorized Purchase Request for Approval form (UPRFA).
Do not use the Payment for Unauthorized Purchase Form located in CSUBUY P2P under Showcases.  This information can also be found at Procurement & Contracts How To's & Forms.

Once you have the approved UPRFA form in Adobe Sign, proceed with the requisition in CSUBUY by filling out the appropriate form found in Showcases and attach your approved UPRFA form there.

Facilities and Construction Request

Use this form to initiate facilities or Public Works Projects. 

Note: This form should only be completed by individuals in the Facilities Department. 

CSUBUY P2P Punchout Catalog

You can purchase directly from Punchout Catalog suppliers in CSUBUY. These Punchout suppliers have negotiated pricing with the CSU and allow for a convenient shopping experience. 

Punchouts will now be processed to a PO once the approval process is complete in P2P. ProCards will no longer be used for punchout catalogs formerly located in CSUBUY Marketplace.

Available Punchout Catalog Suppliers
Office and General Supplies Laboratory Scientific Facilities Management Information Technology

Office Supplies: Please purchase via Staples Advantage outside of CSUBUY P2P.

General Supplies: Amazon Business

Carolina Biological Supply Co. 

Fisher Scientific 

Henry Schein (pending) 

Neta Scientific, Inc. 

Pocket Nurse Enterprises, Inc. 

Medline 

Thomas Scientific 

Sigma-Aldrich 

VWR International (pending)  

Fastenal 

Gordon Industrial 

Grainger (pending) 

Graybar Waxie 

Lowe’s Home Centers LLC 

Waxie 

Wesco 

B & H Photo Video 

CDW-G 

Connection 

HP 

IRG Plotters & Printers