Frequently Asked Questions for Purchasing and Payments
The following FAQs address common situations related to the Engineering Business Office (EBO) and apply specifically to the Walter Scott, Jr. College of Engineering (WSCOE) at Colorado State University. For detailed or unique circumstances, please contact ebo@engr.colostate.edu.
What is the Purchase/Payment Request Form, and when is it required?
The Purchase/Payment Request Form is required anytime someone needs to:
- Request the purchase of goods or services on their behalf
- Pay an invoice
- Request reimbursement
- Request an internal order number (such as for CSU vehicle reservations)
While the form can be used for any dollar amount, it is required for all purchases of $10,000 or greater. For purchases over $10,000, an itemized quote must be submitted along with the form.
What is the Official Function Form, and when is it required?
The Official Function Form is required when hosting meetings, conferences, receptions, meals, or other events involving expenses for food, drinks, and entertainment. Official functions must advance university objectives, such as training, recruitment, promotion, and recognition, with an emphasis on cost-effectiveness and institutional benefit.
Common reasons for an official function include:
- Extending contact to include mealtimes
- Creating a necessary atmosphere to achieve goals
- Encouraging participation to meet objectives
- Enhancing social interactions to build community
- Rewarding outstanding performance
- Raising awareness of an issue
- Welcoming visitors
What is the Capital Equipment Supplement Form, and when is it required?
The Capital Equipment Supplement form documents details about capital equipment purchases to ensure compliance with financial policies and provide necessary information for asset tracking, depreciation, and inventory management. It is required when:
- Purchasing a single item over $5,000 (federal)/$10,000 (non-federal)
- Combining multiple items into one system over $5,000 (federal)/$10,000 (non-federal)
- Purchasing software with a total cost over $5,000 (federal)/$10,000 (non-federal) and a useful life of more than one year
What documentation is required for any given purchase?
The below table provides documentation guidance for the most common requests or those requests with unique documentation requirements. Additional documentation may be requested.
Every purchase request should be accompanied by a quote. Acceptable formats include a formal vendor quote, a screen shot from a website, an email, etc. as long as it shows the vendor name, what is being purchased, quantity, and unit cost.
Approval/waiver from University Public Art Committee
Waiver from RamCopy through University Communications
Approval from Engineering Technology Services and an approved HP Computer Program Exception form
Risk Management and CSU Drone Center approval
Maintenance Agreement
Banquet Event Order, Rooms Agreement, Performance Event Contract, Speaking Engagement Agreement, etc.
Completed Feed or Animal form
Waiver from University Communications
Does NOT include promotional items
Use of a licensed vendor and artwork approval from branding@colostate.edu when applicable
Solid Scope of Work with deliverables and payment terms.
Solid Scope of Work with deliverables and payment terms, Independent Contractor vs. Employee form, PERA form
None if quote was pulled from punch out catalog and used to populate the cart
Software agreement
Approved vehicle request form. Approved EAR (if applicable)
What is a Purchase Order (PO)?
A Purchase Order (PO) formalizes transactions, ensuring clarity and legal protection. It helps in acquiring goods and services within budget and in compliance with policies.
To request a PO, submit the Purchase/Payment Request form. A quote is required, which should include:
- Vendor contact information (including the name of the person providing the quote, if possible)
- Terms of sale (e.g., net 30) and shipping (e.g., FOB Destination)
- Complete pricing information, including any discounts offered
What is an Automatic Purchase Order (OPO), and when is it used?
An Automatic Purchase Order (APO) is used for the purchase of goods and services where the aggregate total is less than $10,000 per fiscal year or when no University price agreement or catalog vendor exists for the required goods or services.
The APO may be used for:
- Services
- Equipment maintenance
- One-time rentals under $10,000
Purchases cannot be artificially split to circumvent the $10,000 limit.
What is an Open Purchase Order (OPO), and when is it used?
An Open Purchase Order is used when purchasing the same or similar items from a single vendor throughout a fiscal year. It should specify the item type, start and end dates, single order limit, maximum dollar amount, and authorized individuals. Open Purchase Orders are not suitable for Shop Catalog vendors.
I need a copy of a PO, where can I get it?
Contact ebo@engr.colostate.edu.
What is a Disbursement Voucher (DV)?
A Disbursement Voucher (DV) documents and authorizes the payment of expenses, ensuring necessary approvals and proper financial recording. EBO is authorized to use the DV for payments of $10,000 or less when a PO or contract is not required. The DV cannot replace a required contract or PO.
I need to purchase something that requires a written agreement to be signed. Can I sign it?
No. All written agreements requiring a signature must be submitted through the Purchase/Payment Request Form for processing by EBO. Signature authority is limited at CSU.
What is the criteria for an emergency purchase?
A purchase may be considered an emergency if it:
- Adversely impacts the University or its programs
- Is necessary to preserve or protect University property
- Is required to protect the health or safety of any person(s) or animal(s)
The following are not considered emergencies:
- Purchases rushed due to failure to plan ahead
- Purchases to meet fiscal year-end or sponsored research funding deadlines
What is a sole source procurement, and when can it be used?
A sole source procurement is any procurement/contract entered into without a competitive process, based on verifiable justification that only one known source exists, or only one supplier can fulfill the requirements. A requirement for a particular proprietary product or service does not justify a sole source procurement if more than one potential bidder exists. Preferences for brand names or a product’s “uniqueness” alone do not qualify for sole source procurement.
For sole source requests, please submit the Purchase/Payment Request Form to EBO.
Are there any restrictions related to items being shipped to a personal residence?
Yes, University goods should never be delivered to a personal residence. If special circumstances exist, please contact Joe.Fattor@colostate.edu.
Why should Engineering Technology Services (ETS) be consulted before purchasing a computer?
ETS should be consulted to ensure proper guidance and recommendations for computer purchases. Computers purchased without ETS consent will not be supported by ETS.
How can I contact EBO for purchasing or payment-related inquiries?
Please contact EBO at ebo@engr.colostate.edu.