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
Purchasing
Income Object Codes
This is a list of the most frequently used object codes.
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Date modified: 05 - 21 - 2018
Management Guidelines for Implementation of the Corporation Purchasing Policy
Information and guidelines for management to implement the corporation purchasing policy
Size: 145.41 KB
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Date modified: 05 - 21 - 2018
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.
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Date modified: 05 - 21 - 2018
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.
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Date modified: 02 - 22 - 2019
Amendment/Supplemental Requisition Form Instructions
Step by step instructions for completing and submitting your amendment/supplement requisition form.
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Date modified: 05 - 21 - 2018
Check Request Form Instructions
Step-by-step instructions for completing your check request form.
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Date modified: 05 - 21 - 2018
Check Request Quick Reference
Check Request quick reference guide.
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Date modified: 05 - 21 - 2018
Petty Cash Quick Reference
Quick reference guide for petty cash.
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Date modified: 05 - 21 - 2018
Requisition Form Instructions
Step-by-step instructions for completing and submitting your requisition form.
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Date modified: 05 - 21 - 2018
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.
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Date modified: 05 - 21 - 2018
Sole Source Justification Guidelines
Sole source justification guidelines for Cal Poly Corporation.
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Date modified: 05 - 21 - 2018
111 - Purchasing Policy Cal Poly Corporation
Policies for general administration.
Size: 231.60 KB
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Date modified: 03 - 11 - 2020
Hospitality Matrix
This matrix outlines common types and allowable sources for payment of hospitality expenses.
Size: 197.74 KB
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Date modified: 05 - 25 - 2018
Hospitality Justification Form
This form is required for hospitality-related expenses, including, but not limited to, hosting, food and beverages, gifts, and promotional items.
Size: 405.44 KB
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Date modified: 05 - 25 - 2018
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.
Size: 197.48 KB
Hits: 2237
Date modified: 10 - 26 - 2021
Purchase Order Amendment Supplement Form
Amendment supplement form for a purchase order
Size: 111.85 KB
Hits: 2588
Date modified: 10 - 24 - 2019
W9 - Request for Taxpayer Identification Number and Certification
Use this form to provide your correct Taxpayer Identification Number to your employer.
Size: 120.16 KB
Hits: 2114
Date modified: 06 - 05 - 2018
Nonresident Reduced Withholding Request Form
A nonresident can use this form to request a reduced withholding amount
Size: 69.74 KB
Hits: 1062
Date modified: 06 - 15 - 2018
Withholding Exemption Certificate Form Instructions
Instructions for how to use Form 590 to certify an exemption from nonresident withholding.
Size: 75.13 KB
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Date modified: 06 - 15 - 2018
Withholding Exemption Certificate Form
Use this for to certify an exemption from nonresident withholding
Size: 68.81 KB
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Date modified: 06 - 15 - 2018
Nonresident Reduced Withholding Request Form Instructions
How to fill out Form 589 nonresident can use this form to request a reduced withholding amount.
Size: 64.49 KB
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Date modified: 06 - 15 - 2018
Missing Receipt Form
This form is to be used when an invoice, receipt, or other supporting documentation is misplaced or not received.
Size: 104.74 KB
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Date modified: 10 - 24 - 2019
Check Request Form
A fillable PDF form for requesting a check
Size: 192.11 KB
Hits: 666
Date modified: 01 - 25 - 2021
Purchase Requisition-Form
A fillable PDF form for requisition with sales tax
Size: 232.00 KB
Hits: 624
Date modified: 01 - 13 - 2022
Request for Petty Cash Reimbursement
Form to fill out when requesting petty cash reimbursements.
Size: 53.50 KB
Hits: 1113
Date modified: 10 - 22 - 2019
Sales And Use Tax Explained
The following is provided as general guidelines in the application of Sales and Use tax laws, regulation.
Size: 59.50 KB
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Date modified: 10 - 24 - 2019
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.
Size: 36.81 KB
Hits: 1458
Date modified: 05 - 21 - 2018
Requisition Phone Quote Worksheet Form
This is the worksheet for a requisition phone quote.
Size: 29.28 KB
Hits: 914
Date modified: 03 - 09 - 2018
Guest Lecturer Form
Form to fill out for a guest lecturer.
Size: 42.06 KB
Hits: 1054
Date modified: 10 - 24 - 2019
Check Request Form
An Excel form to fill out when requesting a check
Size: 42.01 KB
Hits: 4249
Date modified: 01 - 25 - 2021
Purchase Requisition Form
An Excel form for requisition with sales tax
Size: 45.60 KB
Hits: 982
Date modified: 01 - 25 - 2021