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Sonoma State University - Financial Activities

Purchasing: Method Guidelines

There are three primary methods to purchase goods and services:

Procard:

• Goods: The use of the ProCard for goods is subject to the cardholder's limit and the use must adhere to the ProCard Handbook.
• Services: The use ofthe ProCard for services is limited to $1,000 per transaction.
• The ProCard can not be used if a contract is required.

Direct Pay/Direct Invoice:

• Goods: The Direct Pay/Direct Invoice method may be used for goods up to $500
• Services: The Direct Pay/Direct Invoice method may be used up to $2,500 as long as a contract is not required

EREQ Request/Purchase Order:

All purchases not included in the ProCard and Direct Pay/Direct Invoice methods must follow the EREQ Request/Purchase order method.

Purchasing: Contract Guidelines

A Contract is required if the answer to any of the following questions is Yes:

• Is the supplier a one-person operation? (Honoraria payments to non-SSU employees will not require a contract)
• Is the supplier coming to campus to perform work?
• Will the supplier services involve modification, including construction, alteration, painting, repair or improvement, to any state structure, building, road or other improvement of any kind?
• Will the supplier services require use of hazardous chemicals or involve disturbance or removal of hazardous materials such as asbestos or lead?
• Are the purchases charged to sponsored funds and are the services for clinical research, material transfer, or do they involve human subjects?
• Is there a requirement for milestone deliverables and/or specific milestone deliverable dates?
• Is there a requirement for services to be completed in accordance with a firm schedule?
• Are the services for a commissioned work?
• Are there data usage and ownership requirements?
• Is the expenditure for loan of equipment or other tangible items?

University Contracts can only be signed by the President, CFO, Purchasing Department Buyers, and AVP/Controller. Auxiliary Contract signatures adhere to the Auxiliary Corporation By-Laws. All contracts must be reviewed by the Purchasing Department.

There is one secondary method to purchase goods:

Employee Reimbursement Business Expense (EBER):

• The EBER is used for petty cash replenishment, out-of-pocket business expenses (non-travel) up to $500
• The EBER is NOT used for equipment, registrations or services