Official Function Form
- Official functions must produce a primary benefit to the University, and all costs must be reasonable and necessary.
- Used with PCARD 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:
Before You Buy
An informational page from Procurement Services
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
Procurement Guidelines
CSU Procurement Services
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:
Use this form to request payment for orders placed and invoiced that do not have a purchase order, or for reimbursement of expenses incurred.
Use this form for off-campus vendors, payments to individuals (employees or non-employees), and internal orders.
- Reimbursements cannot exceed $1,000.
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:
The 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
Procedures:
- Send the documentation above directly to ebo@engr.colostate.edu, in the body of the email.
Purchasing Contacts
Phone:
(970) 491-0742
Phone:
(970) 491-2498