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Procure to Pay

How to Pay

Cal Poly offers a variety of methods to pay its vendors (third parties who provide a service or good). Cal Poly should always pay its vendors directly not to burden its employees with unnecessary expenses. Please exhaust all University payment methods (which pay the vendor directly) before personally incurring an allowable expense on behalf of Cal Poly.

To pay vendors, a receipt and/or invoice is required, unless specified.


The below outlines Cal Poly's General Payment guidelines:

For low dollar purchases of up to $5,000, the following payment methods are available to Cal Poly:

ProCard

For goods & allowable services that are not related to travel, and not being provided on campus

Direct Pay Request

CSUBUY online form has replaced the Vendor Payment Request form. The form is restricted to certain categories.

Reimbursement

Up to $1,500 only

For students, faculty and staff for non-travel expenses; must exhaust other payment means before getting reimbursed

Honorarium

Up to $1,500 only for one-time engagements with limited scope.

For purchases between $5,001 - $24,999 or ANY on-campus service (regardless of amount) the following payment methods are available to Cal Poly:

ProCard

For goods & allowable services that are not related to travel, and not being provided on campus, if purchase limits allow.

Purchase Order (PO) & Invoice always follows this order:

  1. User initiates a PO via a requisition in CSUBUY
  2. A PO is sent to supplier, then:
  3. Supplier provides goods and/or services
  4. Supplier invoices Cal Poly via CSUBUY or via email: CSUBUY-payment@calpoly.edu
  5. Cal Poly user receives good(s) or approves voucher in CSUBUY
  6. Cal Poly pays vendor

For purchases of $25,000 or more the following payment method is available for Cal Poly:

Purchase Order (PO) & Invoice: should always follow this order:

  1. User initiates a PO via a requisition in CSUBUY
  2. A PO is sent to supplier, then:
  3. Supplier provides goods and/or services
  4. Supplier invoices Cal Poly via CSUBUY or via email: CSUBUY-payment@calpoly.edu
  5. Cal Poly user receives good(s) or approves voucher in CSUBUY
  6. Cal Poly pays vendor
APPROVAL TO PAY MATRIX
Payment Type Sub-Category/ Form Dollar Limits
up to $5,000 $5,001+
ProCard ProCard Statement MPP with next level authority MPP w/next-level authority; limit increase: MPP required (requires approval from Procurement)
Reimbursement Non-Travel (Reimbursement Form) MPP with next level authority, limited to $1,500 Not applicable (limit is $1,500)
Travel (Travel Claim or Concur Expense Report) Budget Approver and Manager (MPP) Budget Approver and Manager (MPP)