Purchasing

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:

  1. Purchase Request Form
  2. 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 $5,000 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:

  1. Purchase Request Form
  2. Quote
  3. Capital Equipment Form

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 Sole Source Guidelines

CSU Procurement Services

Documentation needed:

  1. Purchase Request Form
  2. Quote
  3. Sole Source
  4. Capital Equipment Supplemental Form 

Procedures:

  • Sole Source: Any amount over $10,000 must be supported by an approved justification

Payment/Reimbursement Requests

Payment/Reimbursement Request Form

Documentation needed:

  1. Payment-Reimbursement Form
  2. 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

Requires login; Campus/VPN access only

Documentation needed:

  1. Purchase Request Form
  2. 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:

Purchasing Contacts

Karen Mueller
Administrative Assistant, Purchasing
Phone:
(970) 491-0742
Nicole Sippy
Administrative Assistant, Purchasing
Phone:
(970) 491-2498
Janice Barman
Administrative Assistant, Purchasing
Phone:
(970) 491-8245