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Vehicles

Used for the transportation of people or goods, such as a car, truck or cart.

Requisition Required?

Yes

If a requisition is required, the minimum time for generating a dispatched purchase order:

A minimum of 10 working days after Purchasing receives all completed documentation.

Administrative Guidelines Related To This Purchase?

Key Purchasing Requirements And Quote/Bid Thresholds?

Campus and Foundations - All Goods & Services purchases between $50,000 - $100,000 require a minimum of 3 competitive quotes. If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).

Anything under $50,000 is at the discretion of the Purchasing Department as to whether additional quotes are required.

Purchases over $100,000 require a Request Formal Proposal (RFP). If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).

Foundation “G” (Grants) Funds - All Goods & Services purchases anything under $50,000 is at the discretion of the Purchasing Department as to whether additional quotes are required. Anything between $50,000 - $100,000 require 3 informal quotes. Purchases over $100,000 require a Request Formal Proposal (RFP).

Additional Forms or Requirements?

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?

Yes

Payments and Approvals

  1. Permitted Payment Options: Subject to the above requirements.
    • PO – Allowed
    • ProCard – Not Allowed
    • One Card – Not Allowed
    • Direct Pay – Not Allowed
    • Employee Reimbursement – Not 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.

Additional Notes

Common GL Account(s) to Use

660932- Motor Vehicle Expense

660937 – Vehicle Lease

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