Strategic Business Services
To assist in this new remote working and learning environment, SBS would like to offer a few tips and Frequently Asked Questions about Payments, Procurement, Travel, and Distribution to help alleviate burdens and streamline your department’s operations in these areas.
Tip 1 - Contact Us
For questions or assistance please contact your dedicated Procurement and Payment representatives. They are available Monday through Friday during normal business hours.
Find your specialist.
Tip 2 - Procurement Methods
ProCards (up to $2,500) and Purchase Orders (over $2,500) are the most efficient and timely methods to procure and pay for goods and services.
Tip 3 - Procurements > $10,000
Procurements over $10,000 have an additional approval processes in place at this time. Please work with your dedicated Procurement Specialist to ensure streamlined processing for these procurements.
Tip 4 - Shipping In
Shipping items to a home address is an option on orders less than $1,000. Purchase using a ProCard, if possible, to reduce out of pocket expenses and additional reimbursement paperwork.
Tip 6 - Approval
AdobeSign is a quick, efficient and fully compliant way to route documents for approval
FAQs - Payments
When are payments being issued to suppliers, faculty, and staff?
Payment Services is now issuing payments to our suppliers, faculty, and staff every Friday.
What is the best way to pay for goods or services?
Key University ProCards remain open and are the preferred payment method for allowable and essential purchases of up to $2,500. Direct Buy Forms may be used for vendor payments and reimbursements of up to $2,500. Purchase Orders are used for purchases over $2,500.
Where do I send payment requests?
Submit payment requests with any forms and all supporting documentation electronically as a single pdf file to firstname.lastname@example.org. Be sure to specify the chartfield string on forms, and use AdobeSign to obtain an authorized signature on all payment requests prior to sending. Incorrect or incomplete submissions will result in delayed reimbursements and vendor payments.
When can I expect to receive my reimbursement request?
Up to 20 business days, or sooner with direct deposit.
What is the best and safest way to receive a reimbursement if I didn’t use a ProCard?
We encourage all employees to sign up for direct deposit reimbursements. More information on direct deposit can be found at: https://afd.calpoly.edu/cprm/payment-services/eft-info. If a ProCard is not available for you to make an allowable purchase, request a reimbursement using the Direct Buy Form or Reimbursement Form, located here: https://afd.calpoly.edu/cprm/payment-services/forms.
Who can help my department faculty or staff with questions?
For questions or assistance contact your dedicated Procurement and Payment representatives. They are available Monday through Friday during normal business hours to answer any questions or host a remote meeting.
Find your specialist.
FAQs - Procurement
What is an “Essential Procurement”?
Essential Procurements are those necessary to facilitate virtual learning, health, safety, continuing operations, or active construction projects.
Are there any additional approvals or delays in Procurement?
Procurements over $10,000 have an additional approval process in place at this time. Please work with your dedicated Procurement Specialist to ensure streamlined processing for these requests.
Can technology be purchased on a ProCard?
ProCards cannot be used for technology acquisitions with the exception of peripherals (keyboards, mice, and cables). Please direct your staff to their dedicated Procurement Specialist for software and hardware purchases.
FAQs - Travel
When can I travel?
Cal Poly is extending the travel restriction through July 31, 2020. Only essential travel will be allowed. Any travel (domestic or international) requested after April 29, 2020 must be approved by the President. A memo from the President will be required for the travel to be considered approved. The President will consider the following when reviewing travel requests:
- Necessity of the proposed travel, including consequences of postponing travel
- Needs and preferences of the individual
- Availability of safe and secure shelter at the destination
- Availability of appropriate medical care at the destination
- Assessment of risks associated with traveling versus risks of remaining in place
Please see the Poly Travel site for more information on the process.
How do I request travel?
Poly Travel can be used for all individual faculty or staff travel. If you need assistance or have questions related to Poly Travel, please contact Stephanie Albright at email@example.com and she can provide training and support. All international travel shall be directed through the Cal Poly International Center.
Where can I get more information on travel?
For more information regarding travel suspension and guidelines for essential travel go to: https://afd.calpoly.edu/travel/covid-19-travel-info. For more information regarding Poly Travel please go to: https://afd.calpoly.edu/travel/concur/. Keep checking these websites for updates.
FAQs - Distribution
In an effort to preserve financial resources for strategic needs, leadership has directed managers to limit expenditures to those deemed essential and mission critical. Essential expenditures include those necessary to facilitate virtual learning, health, safety, continuing operations, or active construction projects.
As of today, most ProCards have been suspended until further notice. A small number of cards remain open for use by designated staff for essential expenditures valued less than $2,500 (monthly limits are also set at $2,500 by default, but higher limits will be considered upon written request). ProCard cannot be used for technology acquisitions. Please direct your staff to their dedicated Procurement Specialist for software and hardware requirements. You are encouraged to establish internal controls and approvals to ensure ProCard spend is carefully managed. Please note that ProCard purchases cannot be shipped to an employee’s home address.
Essential requirements over $2,500 should be submitted via requisition (PeopleSoft).
All international travel has been suspended. Domestic travel is strongly discouraged. However, if travel is essential, defined as mission critical, it requires approval from the appropriate Vice President or Provost. More information on this subject can be found at: https://afd.calpoly.edu/travel/.
To ensure our suppliers, faculty, and staff are paid in a timely manner, SBS offers the following recommendations:
- Go paperless: Submit all forms and supporting materials electronically as a single pdf file. As typical, be sure to include the chartfield string and authorized signature.
- Invoice review: Given short staffing in most departments, please revisit your procedures for receipt and review of invoices. Delay in approving invoices will result in delayed reimbursement and vendor payment.
- Direct deposit: Encourage all employees to sign up for direct deposit reimbursement (see https://afd.calpoly.edu/cprm/payment-services/docs/eft%20bpg.pdf).
Back to top