It is the policy of Humboldt State University (HSU), Department of Contracts, Procurement and Risk Management to follow the policies and procedures it has developed when processing Purchase Orders, Service Orders and Service Contracts, and other Department responsibilities.

These policies and procedures adhere to and reflect the University's incorporation of the policies and procedures of the California State University (CSU) included in their Policy Manual for Contracting & Procurement. If HSU has not developed a specific policy or procedure, the transaction is to be made in accordance with the CSU policy or procedure as outlined in their manual.

It is the responsibility of the Department of Contracts, Procurement and Risk Management staff to understand and implement both HSU's and the CSU's policies and procedures when processing Purchase Orders, Service Order and Service Contracts, and other Department Responsibilities.

• HSU102 Transactions Requiring Chancellor's Office Approval
• HSU205 Low Value Purchases
• HSU206 Sole Source and Sole Brand Procurement
• HSU207 Record Retention
• HSU209 Emergency Transactions
• HSU212 Protests, Disputes, and Complaints
• HSU213 Vendor & Contractor Files
• HSU215 Disabled Veteran Business Enterprise (DVBE) Participation
• HSU216 Small Businesses
• HSU217 Target Area Preference
• HSU218 Enterprise Zones
• HSU219 Community Rehabilitation Programs and Workshops
• HSU224 Purchases from Prison Industry Authority (PIA)
• HSU227 Direct Vendor Pay
• HSU230 Insurance Requirements
• HSU303.1 Purchase of Recycled Content Products
• HSU400 Procurement of Services; Informal & Formal Processing
• HSU403 Advertising in the California State Contracts Register
• HSU404 Contract Award Report to Department of Fair Employment & Housing
• HSU406 Use of Service Order or Service Contract
• HSU412.9 - 412.10 Guest Lecturer/Service Provider (Independent Contractor)
• HSU500 Information Technology Resources Procurement Policy

The State of California and the CSU mandates the University to track and report on certain commodities and services. Equipment over $500 requires tagging by our Property Department; Small Business and Disabled Veteran Business Enterprise reports require the break out of expenses for Computer/IT equipment, software, maintenance, and related products from all other purchases; and reporting on products that contain one of the recycled materials noted below to meet specific goals is mandatory.

The Category Code is the only way the University has of tracking these items, and your diligence when assigning a code is imperative.

Most of the time you will use one of the Miscellaneous codes. Your credit card account has been set up with the Miscellaneous Products code – 57800. All transactions will default to this code unless you change it. You must use one of the other codes listed below to identify computer equipment; IT related equipment and supplies; computer/IT related services/maintenance and repairs; or items that contain recycled materials.

Using the correct Category Code in conjunction with the correct Account Code will ensure the University meets the requirements set by the State of California and the CSU. If you have a question about which code to use, please contact this office at extension 3512.

This table holds information on the Category Codes.

Code	Gategory
Miscellaneous Codes
57800	Miscellaneous Products
96200	Miscellaneous Services
Computer Codes
20400	Equipment between $500-$4999
20600	Equipment over $4999
20700	Equipment or Software under $500
20800	Software between $500-$4999
20900	Software over $4999
72500	Equipment under $500, and all other IT/Radio/Phone Equipment/Supplies
93600	IT Related Service/Maintenance/Repair
Non-Recycled Codes
19000	Chemicals/Solvents
40500	Fuel
44000	Glass/Glazing Supplies
57098	Steel
63000	Paint
61099	Paper Products
64500	Paper Office/Printing
64060	Plastic
86300	Tires/Tubes
Recycled Codes
19099	Solvents
33569	Compost
40587	Petroleum/Oil
44062	Glass
57099	Steel
63079	Paints
64066	Paper Products
64599	Paper Office /Printing
66572	Plastic
86365	Recapped/Retread Tires

Lubricating Oils (40587)

Motor, transmission fluids, power steering, crankcase, transformer dieletric fluids, gear, hydraulic, industrial fluids, base stock for tractors, vehicles, cars, trucks, and buses.

Plastics (66572)³

Toner cartridges, blank diskettes and CDs, carpet, office products, plastic lumber, waste baskets, benches, tables, fencing, clothing, packaging, signs, posts, and binders.

Solvents (19099)

Heavy printer cleaner, auto degreaser, parts cleaner.

Tires (86365)

Passenger, truck, bus, and equipment tires. Indicate whether recapped or retreaded in product description.

Tire-Derived Products (86365)

Flooring, wheelchair ramps, playground cover, parking bumpers, truck-bed liners, pads, walkways, tree ties, road surfacing, wheel chocks, rollers, traffic control products, mud flaps and posts.

Compost & Co-Compost (33569)

Landscaping materials, erosion control, weed control, decomposed organic yard, or food materials.

Steel (57099)⁴

Steel is always recycled in the U.S.

³All plastic furniture is included within these categories.

⁴All steel (including furniture) is included in this category.

Property Tags

All tangible and intangible assets valued at $5,000 or more are required to bear a University Property Tag. The University Property Tag has the item identification number used for asset tracking on a computerized property management system. All state property with a value from $500 to $4,999.99 will also be identified, tagged and tracked.

Annual Physical Inventory

The Property Office will conduct an annual physical inventory to verify each item on the Property Asset Inventory List and to make necessary database corrections. After an inventory is completed, a list of assets not found will be sent to the appropriate department to locate and advise the Property Office of its location.

Relocation of Equipment

Contact the Property Office when moving equipment permanently to a new location within the department, transferring equipment to another department, or a trade-in occurs for new equipment. A Property Survey Request must be submitted before the department releases equipment to the Property Office for transfer to another agency, public sale, or disposal. Departments must submit a Property Survey Request and a Report of Missing Equipment for any missing or stolen equipment as soon as it is noticed.

Department Responsibility

Departments are responsible for all equipment on their equipment list, and must institute proper check-in/out procedures. Professors and students should be informed that reimbursement will be required for equipment that is lost while in their possession.