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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 $2,500, 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

Vendor Payment Request

For vendors who do not take credit cards, a check (or ACH) will be made to vendor. May not use for services provided on campus.

Reimbursement

Up to $1,500 only

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

Guest Lecturer Form

Up to $1,000 only for one-time engagements

For purchases between $2,501 - $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
  2. A PO is opened by a Procurement Specialist, then:
  3. Vendor provides goods and/or services
  4. Vendor invoices Cal Poly
  5. 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. A PO is opened by a Procurement Specialist, then:
  2. Vendor provides goods and/or services
  3. Vendor invoices Cal Poly
  4. Cal Poly pays vendor
APPROVAL TO PAY MATRIX
Payment Type Sub-Category/ Form Dollar Limits
up to $2,500 $2,501+
Purchase Orders - with a specific encumbered amount Specifically assigned Scope of Work (SOW) Budget Analyst or higher Budget analyst or higher
Blanket Budget Analyst or higher MPP required
Purchase Orders - without a specific encumbered amount Campus Contracts Budget Analyst or higher MPP required
Vendor Payment Vendor Payment Request MPP required MPP required (requires approval from Procurement)
ProCard Statement MPP w/next-level authority MPP w/next-level authority; limit increase: MPP required
(requires approval from Procurement)
Guest Lecturer Form MPP required MPP required
Reimbursement Reimbursement Form MPP w/next-level authority MPP w/next-level authority
Travel Claim MPP w/next-level authority MPP w/next-level authority
Cell Phone MPP w/next-level authority MPP w/next-level authority