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

Purchasing

Income Object Codes

This is a list of the most frequently used object codes.
Size: 123.79 KB
Hits: 1082
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
Hits: 914
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.
Size: 17.22 KB
Hits: 987
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.
Size: N/A
Hits: 2323
Date modified: 02 - 22 - 2019

Amendment/Supplemental Requisition Form Instructions

Step by step instructions for completing and submitting your amendment/supplement requisition form.
Size: N/A
Hits: 1590
Date modified: 05 - 21 - 2018

Check Request Form Instructions

Step-by-step instructions for completing your check request form.
Size: N/A
Hits: 2013
Date modified: 05 - 21 - 2018

Check Request Quick Reference

Check Request quick reference guide.
Size: N/A
Hits: 1878
Date modified: 05 - 21 - 2018

Petty Cash Quick Reference

Quick reference guide for petty cash.
Size: N/A
Hits: 1781
Date modified: 05 - 21 - 2018

Requisition Form Instructions

Step-by-step instructions for completing and submitting your requisition form.
Size: N/A
Hits: 2028
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.
Size: N/A
Hits: 2050
Date modified: 05 - 21 - 2018

Sole Source Justification Guidelines

Sole source justification guidelines for Cal Poly Corporation.
Size: N/A
Hits: 1780
Date modified: 05 - 21 - 2018

111 - Purchasing Policy Cal Poly Corporation

Policies for general administration.
Size: 231.60 KB
Hits: 1827
Date modified: 03 - 11 - 2020

Hospitality Matrix

This matrix outlines common types and allowable sources for payment of hospitality expenses.
Size: 197.74 KB
Hits: 1488
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
Hits: 3423
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
Hits: 1199
Date modified: 06 - 15 - 2018

Withholding Exemption Certificate Form

Use this for to certify an exemption from nonresident withholding
Size: 68.81 KB
Hits: 1566
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
Hits: 1378
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
Hits: 3138
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
Hits: 819
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

(805) 756-1451

Building 15

1 Grand Ave
San Luis Obispo, CA 93407

Monday–Friday

8 a.m. – 5 p.m.