Procurement Deadlines for End of Fiscal Year
The following deadlines assure that purchases for this fiscal year’s funds are properly completed, and new contracts/purchase orders are in place for the beginning of next fiscal year.
• Requisitions must be received in Procurement Services prior to the dates listed.
• Documents should be prepared and approved at least five business days before the deadline, due to the possibility of absences, program outages, workflow routing, etc.
• Requisitions received after the following deadlines cannot be assured of being completed on time.
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.
- Requests over $10,000 will be sent to Procurement Services for determination of the most appropriate procurement method to be used.
- 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
Documentation needed:
- Purchase Request Form
- Quote
- Capital Equipment Supplemental Form
Procurement Guidelines
CSU Procurement Services
Payment/Reimbursement Requests
Payment/Reimbursement Request Form
Documentation needed:
- Payment-Reimbursement Form
- Invoice (payment request)
-or-
Receipt (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.
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