Emergency Purchases

"Emergency," as used in the Public Contract Code, means a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services.

No, if it qualifies as an “Emergency” (defined above). However, if the purchase will be from a foreign supplier, there are Foreign Purchase requirements to address.  Please complete those requirements before continuing with the purchase.

If a requisition is required, the minimum time for generating a dispatched Purchase Order (PO):

N/A

N/A

Must complete the  Emergency Purchase Authorization Less than $250K form (DocuSign) or Emergency Purchase Authorization Greater than $250K form (DocuSign) and secure all signatures prior to purchase.

By accepting a contract with the CSU, Contractors must certify they are neither nor its principals or its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions by any federal department or agency (2 Code Federal Regulations[CFR] 180.220, in accordance with the Office of Management and Budget guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235).

For contracts using both, CSU and federally awarded funds, a debarment check must be completed prior to issuing any procurement contracts of goods or services that are $25,000.00 or greater.

Risk Management Review Required?

No

  1. Permitted Payment Options: Subject to the above requirements.
    • PO – Allowed
    • ProCard – Allowed
    • One Card – Allowed
    • Direct Pay – Allowed
    • Employee Reimbursement – Allowed
  2. Documents required:
    • Supplier Invoice
    • Additional required documents listed under the Additional Forms or Requirements section above.
    • Delegated approval (DOA) using one of the following options
      1. Purchase Order (PO)
        1. Dispatched PO & receipt of goods through Shipping & Receiving (no action required by requesting department)
        2. Authorized stamp on invoice referencing PO# and Acknowledgement of Service
        3. Electronic approval (via email) sent directly to fisinvoiceapproval@csulb.edu   
    • Contingent Documents
      1. If the supplier is not currently in PeopleSoft, then include the Vendor 204 (DocuSign) form or, for international vendors, complete the W8Ben
      2. If foreign supplier purchase requires pre-approval, then submit approved Foreign Supplier Pre-Approval (DocuSign) form with payment method.
  3. Payment Notes:
    • All checks will be mailed by the Accounts Payable department

  • Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more ​information.

The emergency authorization request must be signed by the Department and immediately delivered to the Director of Procurement and Contractual Services for signature and approval. No work may commence without prior notice to and authorization by the Director of Procurement and Contractual Services. Once all signatures have been secured, attach the Emergency Authorization form to the P Card Statement or Direct Pay.

Common GL Account(s) to Use

Varies

Refer to your Division/College/Department for additional policies and procedures.