Learn how to submit a Contract Request Application (CRA):

• Requestor CRA Training
• Approver CRA Training

Email all approved payment requests (Invoices) and check requests to AP@fullerton.edu

For more information on payment requests visit the following link: Payment Services - Accounts Payable

There are many options for purchasing goods and services. Please consult the CSUF Purchasing Matrix to determine the appropriate option.

Acquisitions of personal property that are estimated to be equal to or greater than $50,000, and equal to or less than $100,000 may be the result of an informal non-advertised solicitation process. The informal solicitation must be based on a written project scope documenting the requirements and characteristics the goods must possess in order for the proposal to be responsive.

Written or verbal responses based on the project scope must be obtained from at least three vendors. If less than three responses are received, campuses must document that sufficient outreach and diligence was undertaken before waiving the requirement for three responses.

Contracts shall be awarded based on the proposal that provides the most value-effective solution to the CSU's requirements. Verbal quotes must be documented. If the award is other than to the lowest priced proposal, campuses shall document the value-based determination for making the award.

CSU guidelines for Acquisitions Equal to or Greater than $50,000 and Equal to or Less than $100,000

The purchase of electronic equipment and software requires approval from our IT department.

Find more information about IT purchasing, and to submit an IT purchase request, visit the IT Purchasing Process Page

Purchases for goods or services made without an authorized purchase order or contract signed by Contracts and Procurement, are a violation of State law and CSU policy. If this describes your purchasing scenario, an Unauthorized Purchase Approval Request (UPAR) must be completed.

Complete and sign the UPAR form. Upload the completed form and all supporting documents below.

Not sure how to submit a Purchase Requisition?

Check out these step-by-step instructions on how to create and submit a purchase requisition.

Want to work with a new vendor?

First, please review our list of Pre-Approved Vendors for P-Card Use and, more specifically, our On-site Approved Caterers List. Working with pre-approved vendors expedites and simplifies the buying process, benefiting everyone involved.

The first step in onboarding a new vendor is submitting a Smartsheet request. Step-by-step instructions are detailed here: New Vendor Set-up.

Please contact DL-C_and_P@fullerton.edu with the following information for any PO closure requests you or your department may have.

• Purchase Order Number
• Vendor / Service Provider Name
• Remaining Balance requiring closure / Liquidation

Please e-mail the following information to ebusiness@fullerton.edu to request a temporary P-Card limit increase:

• Increase amount

• Credit Limit: $_____
• Single Limit: $_____

• Justification/reason for increase: _____

• Include any backup documentation such as Quotes, D11, IT#, Q#, etc. (attachment)

• Duration of the temporary limit increase: provide date range or Billing Cycle

• Last four digits of P-Card: _____

• Approval from Division Head or Division Finance Manager (can be via email): _____

Please provide all information to help ease the process.

A friendly reminder that the credit limit is the total amount you can spend in the billing cycle and the single purchase limit is the maximum amount that you spend per transaction.

• Anyone purchasing from Amazon on behalf of CSUF must do so via an Amazon Business Prime account. Personal Amazon accounts may not be used for business purchases. All purchases on Amazon Business Prime must follow the procurement card guidelines and Amazon Business Prime should be your destination for non-contracted purchases.

• When you sign up for a Purchasing Card, you will automatically receive a registration email for the CSUF Amazon Business Prime account. This email will come directly from no-reply@Amazon.com. The registration period is time-sensitive. Please activate your Amazon Business Prime account within 5 business days.

• If you have an existing Purchasing Card and have not yet signed up for Amazon Business Prime, please contact ebusiness@fullerton.edu.

Concur User Guides

Concur Instructional Videos

P-Card Expense

P-Card Expense Types Definitions

Business Purpose Guidelines

Concur User Support -- Concur Support team assists with technical support for requests and reports.

• Email: Concur@fullerton.edu
• Phone: 657-278-3600
• 24/7 Help Line: 866-793-4040

Hospitality, which addresses hospitality expenditures, regardless of amount, related to food and beverage; event attendance; get-well gestures; gifts, awards and promotional items; entertainment services; memberships in social organizations; and memorial donations.

If your purchase meets any of the above criteria, a Directive 11 (D11) form must be completed before submitting the request to Contracts & Procurement (C&P).

Click here for the Directive 11 form

For more information about hospitality purchases please review the Hospitality Guidelines

Procurement Card Types

• One Card
• Declining Balance Card (Short-Term and Vendor)
• Instant Card
• Fleet Card

Applying for a Procurement Card

• Submit the following to ebusiness@fullerton.edu
• P-Card Application Form
• Signed Cardholder Agreement Form

Billing Cycle

        July 6/27/2023 - 7/25/2023

        August 7/26/2023 - 8/25/2023

        September 8/26/2023 - 9/25/2023

        October 9/26/2023 - 10/25/2023

        November 10/26/2023 - 11/27/2023

        December 11/28/2023 - 12/26/2023

        January 12/27/2023 - 1/25/2024

        February 1/26/2024 - 2/26/2024

        March 2/27/2024 - 3/25/2024

        April 3/26/2024 - 4/25/2024

        May 4/26/2024 - 5/27/2024

        June 5/28/2024 - 6/25/2024

If your P-Card Declines, check the following information:

• Has the vendor entered the card number correctly?
• Has the vendor entered the correct expiration date?
• Has the billing address been entered correctly?
• Does the transaction exceed your daily or monthly dollar spending limit?
• If the card is still declined, contact the E-Business Program at ebusiness@fullerton.edu for information on why the transaction was declined.

Fraud/Lost

• If fraudulent activity is suspected,

                    i. Notify the bank immediately by calling; 800-344-5696

                    ii. Send an email to ebusiness@fullerton.edu informing us that fraudulent activity has been reported.

The following link includes information and frequently asked questions regarding Procurement Cards and general information regarding E-Business: E-Business/P-Card Guidelines

1. Signing on through ETC Homepage

2. Send an email to ebusiness@fullerton.edu for the following:

• How to get access to Procurement Card Trainings (P-Cardholder or Approver)
• How to get removed from the Procurement Card Trainings (P-Cardholder or Approver)

3. Contact information

• For course content information or questions about a particular class, please contact us via email at ebusiness@fullerton.edu.              
• For all other inquiries such as trouble logging in/registering, trouble entering classes, employee history, etc., please contact the Employee Training Center.

CSU has contracted with Staples to provide campuses a convenient method of purchasing office supplies and other items to support department operations.

• Existing users and approvers may place orders by going to Staples Advantage.
• New users a must complete the Office Supply Program Application and submit to ebusiness@fullerton.edu

Staples Advantage User Guides

• Office Supply Program Ordering User Guide
• Office Supply Program Approver User Guide

Notify our office via email to ebusiness@fullerton.edu of your separation/changing departments.

Our office will close and/or remove your access from the following accounts on your separation date or any date prior to your separation date that you request closure of these accounts.

P-Card

            a.    Cardholder Action Items:

                        i.    Complete your final Expense Report via Concur

                        ii.    Shred/destroy your P-Card

            b.    Approving Official Action Items:

                        i.    Approve any final Expense Reports via Concur

Amazon Business Prime Account

            a.    Action Items:

                        i.    Place any final orders

Staples Office Program Account

            a.   User:

            b.    Approving Official:

                        i.    Submit the “Office Supply Revision Request” form to our office indicating who your replacement will be for cardholders under your supervision. Link to form found here.

Fleet Card

a. Responsible person and Approving Official Action Items:

i. Complete and approve the final reconciliation

ii. Advise our office who the new Responsible Person/Approving Official for your Fleet Card Program will be.

Q# is a number that is pre-assigned to a service request (e.g. customization, repairs, installation, catering, printing unless they are on our pre-approved vendor's list) that will be paid via Pcard as a vetted Vendor Authorization # to proceed with the purchase for the quote provided.

Please reference both lists (Authorized Service Providers and On-Site Approved Caters List) for PCard use that do not require a Q#. For any other service, a Q# request must be submitted to ebusiness@fullerton.edu for review and approval prior to making the purchase. Please keep in mind that a Q# cannot be obtained after the purchase was already made.

Q numbers are no longer required for on-site approved caterers. The caterers on the On-Site Approved Caterers List have submitted all CSU required Documents including insurance and health permits.

Click here for list of all approved P-card vendors: Approved Vendors

A Q number is not required when making purchases from vendors on this list.

If your inquiry is regarding Contracts and Procurement material (ie. Requisitions, Contracts, Vendors), please email DL-C_and_P@fullerton.edu.

If your inquiry is regarding eBusiness material (P-Card, Hospitality, Staples Advantage), please email ebusiness@fullerton.edu.