Purchasing

Understanding the purchasing process

Purchasing something on behalf of the corporation is slightly more complicated than buying something for yourself. There are policies and laws you must follow to ensure each purchase makes good business sense, and it will ultimately benefit the educational mission of the university.  To that end, before buying that piece of equipment, service or supply, please review our purchasing policy below. It will guide you through the rules and keep you compliant. In addition to our policy, you will also find all the forms associated with purchasing.

Resources

Title Description Date modified Download

Cal Poly Corporation Fund Expenditure Guidelines

These management guidelines implement Corporation Board Policy Statements No. 106, Source and Use of Public Relations Funds; No.111, Purchasing Policy; and No. 112, Travel Expense Reimbursement Policy.

04 - 24 - 2018 Visit Page

Hospitality Expenses Policy for Payment Reimbursement

This is the procedure guidelines and business process guide for Cal Poly's hospitality policies. This is to be followed for all hospitality expenses.

04 - 24 - 2018 Download Now

Hospitality Justification Form

This form is required for hospitality-related expenses, including, but not limited to, hosting, food and beverages, gifts, and promotional items.

05 - 02 - 2018 Download Now

Hospitality Matrix

This matrix outlines common types and allowable sources for payment of hospitality expenses.

04 - 24 - 2018 Download Now

Amendment/Supplemental Requisition Form Instructions

Step by step instructions for completing and submitting your amendment/supplement requisition form.

04 - 20 - 2018 Visit Page

Check Request Form

Form to fill out when requesting a check

04 - 23 - 2018 Download Now

Check Request Form Instructions

Step-by-step instructions for completing your check request form.

04 - 30 - 2018 Visit Page

Check Request Quick Reference

Check Request quick reference guide.

04 - 23 - 2018 Visit Page

CPC Purchasing Policy

This form is meant to set forth the manner and practices by which the Cal Poly Corporation (“CPC”) procures goods and services for internal, trust account and sponsored program activities.

03 - 10 - 2018 Download Now

Guest Lecturer Form

Form to fill out for a guest lecturer.

04 - 23 - 2018 Download Now

Income Object Codes

This is a list of the most frequently used object codes.

04 - 23 - 2018 Download Now

IRS Form W9

Form used to fill out a W9

04 - 23 - 2018 Download Now

Management Guidelines for Implementation of the Corporation Purchasing Policy

Information and guidelines for management to implement the corporation purchasing policy

03 - 10 - 2018 Download Now

Missing Receipt Form

This form is to be used when an invoice, receipt, or other supporting documentation is misplaced or not received.

04 - 23 - 2018 Download Now

Nonresident Withholding Remittance Statement 592-A

Form used for a nonresident withholding remittance

03 - 10 - 2018 Download Now

Petty Cash Quick Reference

Quick reference guide for petty cash.

04 - 23 - 2018 Visit Page

Purchase Order Amendment Supplement Form

Amendment supplement form for a purchase order

04 - 20 - 2018 Download Now

Request for Petty Cash Reimbursement

Form to fill out when requesting petty cash reimbursements.

04 - 23 - 2018 Download Now

Requisition Form

Form for requisition with sales tax

04 - 23 - 2018 Download Now

Requisition Form Instructions

Step-by-step instructions for completing and submitting your requisition form.

04 - 30 - 2018 Visit Page

Requisition Phone Quote Worksheet Form

This is the worksheet for a requisition phone quote.

03 - 09 - 2018 Download Now

Requisition/Purchase Order Quick Reference

Upon receipt by the Corporation Business Office, a requisition will be entered into the system and a purchase order will be mailed to the vendor (unless otherwise indicated on requisition form) and a copy will be sent to the requester.

04 - 23 - 2018 Visit Page

Sales And Use Tax Explained

The following is provided as general guidelines in the application of Sales and Use tax laws, regulation.

03 - 09 - 2018 Download Now

Sole Source Justification Guidelines

Sole source justification guidelines for Cal Poly Corporation.

04 - 23 - 2018 Visit Page

Sole Source Purchase Justification Form

Purchasing Policy subjects the Cal Poly Corporation to competitive bidding rules. Purchase requisitions for goods and services over $5,000 that are to be purchased from a specific vendor or limited to a specific brand where substitutes to the suggested vendor or brand are unacceptable must be accompanied by the justification explaining the circumstances that make alternatives unacceptable.

04 - 30 - 2018 Download Now

Withholding Taxes

The following is an update on the latest income tax withholding regulations for independent contractors and entertainers who are not residents of California and/or the United States and provide a service in California.

03 - 09 - 2018 Download Now

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