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State Contracts Registrar
CS&P Policy Manual
Accounts Payable
Procurement & Contract Services, CSU, Chico
Campus User Forms
Financial Services Authorized Signature Form (link to Financial Services Forms)
Combined form for Accounts Payable, Procurement & Contract Services and Travel Accounting. Use to authorize individuals to sign hard copy Purchase/Service Requisitions and authorize increases
to existing orders and contracts. Approval by department head is required, and new forms must be
submitted each year. Instructions also posted on Finacial Services Forms website. Send form to Accounts
Payable, Zip 243.
Direct Pay Form (doc)
Use when paying for advertisements in local newspapers for staff vacancies (excludes faculty vacancies),
memberships, Orion, film rentals, note-takers, subscriptions, lodging agreements when no other travel
costs are incurred, or non-travel professional development registrations. Send form to Accounts
Payable, Zip 243.
Feasibility Study Report
(Replaced by IT Procurement Review.)
Hospitality Expense Approval Form (pdf)
Use for hospitality expense requests of any amount. For information on acceptable expenses refer to the
University Policy on Hospitality Expenses.
For Catering services, review the Information on
Insurance and License / Permit Requirements for Caterers and Food Providers (pdf), and view the list
of Approved Caterers (pdf). Send the Hospitality
Expense Approval Form as an attachment, including the corresponding Purchase Order number, to Procurement
& Contract Services, Zip 245.
Independent Contractor vs.
Employee Worksheet (doc)
Use when wishing to contract with an individual (versus a company). This includes lecturers, musicians,
proof readers, writers, etc.
IT Procurement Review
Use to provide information on Information Technology (IT) requests for hardware and software $10K and
over. Approval by Information Resources is required. Attach the form to the Requisition and send to
Procurement & Contract Services, Zip 244.
Off Campus Printing Authorization
This form is required for any request to use off campus vendors for printing, copying or any other
service provided by CSU, Chico Printing Services. Send as an attachment, including the
corresponding Purchase Order number, to Procurement Services & Contract Services, Zip 244.
Payee Data Record (xls)
This form is required from any vendor conducting business with CSU, Chico.
Instructions (doc) for completing the
Payee Data Record Send as an attachment, including the corresponding Purchase Order number, to
Procurement & Contract Services, Zip 245.
Purchase/Service Requisition (xls)
Use this form only when instructed by Procurement & Contract Services staff to use it. Almost all
transactions are to be submitted through the CMS (PeopleSoft) system.
Instructions (doc) for
completing the Purchase/Service Requisition.
Completed sample (xls) of the
Purchase/ Service Requisition. Send to Procurement Services, Zip 244, or Contract Services, Zip 245.
Sole Source/Brand Justification Form (xls)
Use this form to provide justification for eliminating or limiting bidding for purchase or service
requests $10K or over, including IT requests. This form replaces the former Sole Source/Brand
Justification, Contract Sole Source, EDP-2, and EDP-4. Attach the form to the Requisition and send
to Procurement Services, Zip 244, or Contract Services, Zip 245.
Procurement Credit Card Forms
Card Request & Update Form (doc)
Use this form to request a card for a new cardholder or to request changes for an existing
cardholder.
Department Expenditure Summary
Form (doc)
Use this form when there are multiple cardholders in department. Form is to identify chartfield(s)
and dollar amount(s) to be charged for department's monthly procurement card transactions.
Dispute Transaction Form (doc)
Use this form to report disputed charges appearing on bank statement.
Lost Receipt Notification Form (doc)
Use this form to provide detail on purchase when receipt has been lost.
Note: Excessive use of this form may result in suspension or revocation of procurement card
privileges.