Official Function Form
- Official functions must produce a primary benefit to the University
- All costs must be reasonable and necessary
- Used with P-Card purchases or purchase requests if function involved one or more of the following:
- Food, beverages, event costs, recruiting of faculty or students, training, promotion, or development activities
- Purchase requests (regardless of cost) involving food, beverages, event costs, recruiting of faculty or students, training, promotion or development activities will require an Official Function Form, along with the Purchase Request Form
If you have questions regarding purchases, please refer to:
Procurement Guidelines
For CSU Campus
Dollar Thresholds
Dollar Thresholds by Funding Source, including Federal Uniform Guidance
Purchase Requests
Purchase Requests
Under $5,000
Requires login; Campus/VPN access only
Documentation needed:
- Purchase Request Form
- Quote
Procedures:
- Purchase requests are for new orders only
- Do not use the Purchase Request for requesting reimbursements or vendor payments on previously placed orders
- Quotes must include only those item(s) selected for purchase and shipping charges
Purchase Requests over $5,000
Requires login; Campus/VPN access only
Documentation needed:
- Purchase Request Form
- Quote
- Capital Equipment Form (if applicable)
Procedures:
- Capital Equipment is a single item or combined multiple items creating one system or software with a total cost over $5,000 with a useful life of more than one year
- CSU Property Management requires additional information at the time an equipment order is placed
Purchase Requests Over $10,000
Requires login; Campus/VPN access only
Policies and procedures used to obtain goods and services for Colorado State University
Documentation needed:
- Purchase Request Form
- Quote
- Capital Equipment Supplemental Form (if applicable)
Please contact EBO or Procurement for additional documentation that may be needed.
Procedures:
- Quotes must include only those item(s) selected for purchase and shipping charges
- Requests over $10,000 will be sent to Procurement Services for determination of the most appropriate procurement method to be used
- Capital Equipment is a single item or combined multiple items creating one system or software with a total cost over $5,000 with a useful life of more than one year
- CSU Property Management requires additional information at the time an equipment order is placed
Payment/Reimbursement Requests
Payment/Reimbursement Request Form
Documentation needed:
- Payment-Reimbursement Request Form
- Invoice (payment request)
-or-
Receipt that shows proof of payment (reimbursement request)
Procedures:
Used request payment for orders placed and invoiced that do not have a purchase order or for reimbursement of expenses incurred
Used for off-campus vendors, payments to individuals (employees or non-employees), and internal orders
- Do not use this form for travel related expenses
Do not use this form for purchase orders
Internal Order Request
Documentation needed:
- Payment/Reimbursement Request Form
- Invoice
Procedures:
Preferred method for purchasing goods, services, materials, or labor from campus service centers
- Campus Services vendors only
Transportation Services Request
Documentation needed:
- Destination
- Dates of travel
- Number of days
- Vehicle type
- Vehicle cost per day
- Estimated total mileage
- Cost per mile
- Account number
- Purpose/benefit
Procedures:
- Send the above documentation directly to ebo@engr.colostate.edu, in the body of the email.
Purchasing Contacts
Phone:
(970) 491-0742
Phone:
(970) 491-2498