How to Pay - Procure to Pay - Cal Poly Skip to content Administration & Finance menu A&F Services my CalPoly login Search menu Procure to Pay * How to Buy * How to Pay * Receiving Purchases * Contact * A&F Home * Current: 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: * Up to $5,000 * $5,001 - $24,999 * $25,000+ 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 * ProCard Information Direct Pay Request CSUBUY online form has replaced the Vendor Payment Request form. The form is restricted to certain categories. * Direct Pay Request Information Reimbursement Up to $1,500 only For students, faculty and staff for non-travel expenses; must exhaust other payment means before getting reimbursed * Cal Poly Reimbursement Honorarium Up to $1,500 only for one-time engagements with limited scope. * Honorarium Information 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. * ProCard Information Purchase Order (PO) & Invoice always follows this order: * User initiates a PO via a requisition in CSUBUY * A PO is sent to supplier, then: * Supplier provides goods and/or services * Supplier invoices Cal Poly via CSUBUY or via email: [email protected] * Cal Poly user receives good(s) or approves voucher in CSUBUY * Cal Poly pays vendor * Purchase Order (PO) & Invoice Information 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: * User initiates a PO via a requisition in CSUBUY * A PO is sent to supplier, then: * Supplier provides goods and/or services * Supplier invoices Cal Poly via CSUBUY or via email: [email protected] * Cal Poly user receives good(s) or approves voucher in CSUBUY * Cal Poly pays vendor * Purchase Order (PO) & Invoice Information 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) * How to Buy * Charter Bus & Shuttles * Office Supplies & Services * Audio and Web Conferencing * Business Cards * Copiers * Document Storage & Shredding * Educational & Classroom Resources * Office Supplies * Events/Hosting/Venues * Ambulance Services * Catering * Approved Caterers * Hotels * Hospitality Solutions * Honorarium * Rentals - Tents, Tables, Chairs * Security Services * Facilities Supplies & Services * Industrial Supplies * Janitorial Supplies * Laboratory Supplies * Lab Coats, linen & Janitorial Supplies * Gases * Security Alarm Services * Furniture * Gift Cards * Hospitality * Printing Supplies & Services * Business Cards * Technology * Purchase Considerations * CSUBUY * CSUBUY eMarketplace Resources * Registration Process for Suppliers * Travel * Purchase Order * Contracts * Sole Source * Sustainability * Vehicles * How to Pay * Vendor Payments * ProCard * ProCard Resources - SharePoint * Apply for Card * Payment Card Policy * Card Revision Request * Gift Card * Procard Waivers with CSUBUY * Procard Calendar * Monthly Reconciliation & Submission Process * Card Registration * Infractions/ Violations * Concur Guides * Travel Card * Purchase Order * Petty Cash * Reimbursement * Lost Receipts * Hospitality Policy * International Invoices * Receiving Purchases * Contact Find Your P2P Team Strategic Business Services 1 Grand Ave, San Luis Obispo, CA 93407 * [email protected] * [email protected] Hours * Monday — Friday * 8:00 a.m. - 5:00 p.m. Visit Instagram Visit Facebook Popular Links * Strategic Business Services * Procurement * Doing Business with Cal Poly * Distribution * Student Mail * Risk Management * Clery * Campus Administrative Policies © California Polytechnic State University — San Luis Obispo, California 93407 — Phone: 805-756-1111 * Privacy Notice * Web Accessibility Statement * Non-Discrimination