Accounts Payable

Helpful Resources

• What fund can you use? (University Funds Overview)
• What account should you use? (Frequently used OE Accounts)
• Hospitality
• How should I use my ProCard? (ProCard Guidelines)
• P2P

How to Pay

Paying for goods and services may be accomplished in a few ways. Any contract or agreement must be reviewed and signed by Contracts & Procurement, as they have been delegated the authority to sign on behalf of the Trustees and the University.

To follow up on the status of your payment, please locate the document in CSUBUY P2P and comment. Weekly trainings for CSUBUY can be found here.

Option 1. Commodity & Service Requisition to Purchase Order 

P2P form requests are entered by department end users and are automatically routed to the Procurement team for Purchase Order (PO) issuance. A PO should be used when a commodity is over $5,000; an off-campus service is over $1,000, or for all on campus services. Anytime there is an associated contract, please email the contract to procure@humboldt.edu for review.

Requirements for Commodities and Services:

• P2P Form Request
• Bid thresholds for Goods, and Services

Links:

• Ergonomic Equipment (attach approval to P2P requisition)
• For IT purchases (computers, software, equipment, etc.): Submit either IT Software or IT Hardware P2P request form.
• Independent Contractors:  Submit P2P Independent Contractor Request form (this form will be required for any supplier who has registered themselves as an Independent Contractor in their supplier portal for any service)
• Hospitality Form (to be attached to Hospitality punch out purchases in P2P)

Additional documents will be required if the project involves construction (Public Works). Consult with Procurement.

Option 2. Procurement Card (ProCard) 

The CSU requires low-value purchase transactions be processed in the most effective and efficient manner for the purposes of reducing the costs. Low-value purchases are categorized as commodities less than $5,000, and off-campus services less than $1,000, and should be facilitated through the use of procurement credit cards ("ProCards"). For these low-value procurements, little or no value can be added by processing the transaction through standard procurement procedures. ProCard purchases are almost always preferred over a personal reimbursement. For common commodities please utilize the CSUBUY Shopping portal.

Requirements for ProCard

1. ProCard Application
2. Commodities less than $5,000
3. Off-campus services less than $1,000
4. Approved on campus service providers by the following vendors (no requisition or contract required):
   1. Western Business Products
   2. Shred Aware
   3. Eureka Oxygen
   4. Sequoia Gas Company

Links 

• ProCard Guidelines
• CSUBUY Shopping
• Hospitality Request Form

Pre-Approval Required for Prohibited & Restricted Items

Please see the Restricted & Prohibited Items section of the Procurement Card Guidelines to see the university policy, as the same rules apply for direct and reimbursement requests for payment.

Circumventing the procurement policy requires a written justification with approval from your administrator and VP as to why the Procurement process was circumvented.

Option 3. Reimbursements

Personal reimbursements are highly discouraged. This process applies to all reimbursements where no additional services or payments are associated with the transaction. All procurements should be made through CSUBUY P2P or with a Concur Travel Card.

Employee and Student Reimbursements

• All employee and student reimbursements must now be submitted through Concur.
  • *Note: All student reimbursements must be submitted by a campus employee on the student's behalf through Concur. 
     

Sponsored Programs Foundation

• Please note that all Sponsored Programs Foundation (SPF) payment requests must be submitted using the appropriate SPF-specific form available on the SPF Forms page. Forms submitted through this process will be automatically routed for the required approvals and payment processing.

Other Supplier Reimbursements

• If supplier is only being reimbursed and not being paid for services, submit your request using a Payment Request form to accountspayable@humboldt.edu

• Submit a W9 if you are not already an active supplier. To verify your current supplier status in the AP system, please email: accountspayable@humboldt.edu.

For information, please contact accountspayable@humboldt.edu

Staff

Accounts Payable will be monitoring incoming emails from 8:00 a.m. - 5:00 p.m. Monday through Friday at accountspayable@humboldt.edu. For assistance, please call (707) 826-3512 from 8:00 a.m. - 5:00 p.m. Monday through Friday.