Policies A-L
American Express Government Card Program
The State of California has negotiated with American
Express to bring Cal Poly employees the benefits of using the American
Express Government Card for use while on state business travel.
American Express has waived their annual fee for employees using
this card. The card is available to current Cal Poly faculty and
staff members. Emeritus or retired employees are not eligible for
the card, and employees who leave the University must return their
card to Contract & Procurement Services.
Faculty and Staff are encouraged to use the American
Express Government Card whenever traveling on state business. State
employees are eligible for state airfare rates (VCAL and YCAL) with
several different airlines, discounted state rates at most hotels
and state rates at certain car
rental agencies. Information on these state contracts can be
found on the DGS
web site.
Employees are responsible for paying their bill
each month. When you return from your business trip, you will file
a Travel
Expense Claim Form (Form 262) and use this reimbursement to
pay your American Express bill. Cardholders are responsible for
paying any late fees. Cardholders may also use their card for personal
expenses, but should remember the card is primarily to be used for
state business travel. If a cardholder has inactivity on their card
for one-year, American Express may cancel their card.
To apply for a card, complete the online application,which will send an application notice to the program adminstrator,
Tessa Betz for further processing. If American Express approves your application, you
will receive your card in 7 – 10 business days. A rush request
is also available for a $10 fee. More detailed information about
planning your state travel can be found on Account
Payable's web page under Travel.
Business Cards
A campus contract has been established with ThermUp
for the printing of Cal Poly business cards. Orders come in boxes
of 500 cards. The cost for each box is $18.50, which includes tax.
Standard business card orders are entered online via ThermUp’s
web site at: http://www.thermup.com/corporate/.
Please read through the instructions
for placing your order on ThermUp’s web page before you begin.
Orders placed by the 10th of each month with be shipped via UPS
on the 16th, and orders placed by the 25th will be shipped on the
31st (or the 1st depending on the month).
Business cards that require special handling (Overnight,
FedEx), special plates for department approved symbols, or two-sided
cards will incur additional charges. For special orders, a requisition
will need to be completed. Contact Suzanne LaCaro at x65190 or slacaro@calpoly.edu
if you have any questions.
If there is a problem with your order or you need to change something on your order please contact ThermUp dirrectly at...(925) 685-3444.
Buyer Commodities
Each buyer is responsible for a particular group
of commodities. If you require assistance with a purchase, consult
the Buyer Commodity
List first, and then contact the appropriate buyer.
Campus Administrative
Policy (CAP)
The Campus Administrative Policy for Contract &
Procurement Services can be found at: http://policy.calpoly.edu/cap/300/cap370.htm
Computer
Purchases
http://fwp.calpoly.edu
California
Multiple Award Schedule (CMAS) Contracts
The Contract Section of the Department of General
Services negotiates annual State contracts and Price Schedules with
various vendors. Certain supplies and equipment (e.g., chemicals,
drugs, hardware, office machines, athletic supplies, etc.) are on
these contracts. Copies of State Contracts and Price Schedules are
available online at the DGS
web site. They are a convenient source for general interest
items, the prices are highly competitive and purchases do not have
to be bid.
When requesting supplies from a State Contract
or Price Schedule, make sure to include the Contract schedule number
on your requisition. Please call our office at x62232 if you have
any questions concerning this type of purchase.
Contracting
Policy
Contracting authority at Cal Poly is derived from a CSU Trustees
delegation to the Chancellor who delegates authority to each campus
President who in turn delegates within the campus.
The primary Contracting Officer for the University is Matthew Roberts,
the Director of Contract & Procurement Services. Besides the
procurement authority delegated to the Staff within the department,
there are six (6) other Contracting Officers for the University
including the President, Provost, VP AFD, AVP Finance, AVP Administration,
and the Executive Assistant to the President.
Contracting occurs whenever the University executes an agreement
or contract with an entity outside to the University. That includes
not only companies but the ASI, CPSU Foundation, City or County
of San Luis Obispo, and other state agencies.
The State, when establishing the CSU, wanted to put controls in
place to protect the CSU system and ultimately, the State itself.
Cal Poly respects that requirement and limits contracting authority
to reduce risks.
This includes things as simple as a city park use application to
as complex as the construction of a major facility on campus. Anytime
the University is one of the contracting entities, the only person
who can sign the contract for the University is a “Contracting
Officer.” Examples of contracts and agreements are purchase
orders, license agreements, non-disclosure agreements, purchase
contracts, leases, permits, memorandums of understanding (MOUs),
use agreements, release agreements, and standard agreements.
In its simplest form, a contract is established when you have at
least two competent parties and an offer and acceptance (i.e. a
meeting of the minds). The CSU sets standards that are to be used
when contracting and our standard agreement forms incorporate those
requirements. Many of the requirements are statutory and many are
just good business practice based on common law.
Contact the staff of Contract & Procurement Services for help
and advice. Call (805) 756-2232 or fax (805) 756-6500 with your
questions. Remember, never sign a contract that binds the University
without a countersignature by a Contracting Officer.
Equipment
University property is classified either as expendable
or non-expendable. Expendable property consists of expendable tools,
materials, supplies, and equipment valued under $500. These items
are normally purchased out of your supplies and services account
(660003).
Non-expendable property consists of land, improvements,
intangible assets such as patents or copyrights, and equipment.
Equipment valued at $500 or more should be purchased using account
619001 so it can be identified for tagging by the Property Department.
Equipment is defined as movable articles of non-expendable
property which have all of the following characteristics:
There are several exceptions, so if you have any
concerns about the proper classification of a purchase request,
please contact the Property
Department at x62570.
When submitting a requisition for equipment, please note the following:
- delivery date
- request any operating or maintenance manuals you require
- request training for faculty or staff if required
- consider the need for furniture the new equipment might create
- spell out any installation requirements
Fiscal Year-End
Dates
Fiscal year-end is a period of time when departments
review their budgets and determine the amount of funds remaining
for this fiscal year, and what they want to do with these remaining
funds if there is any extra to spend. This period of time starts
around the beginning of April and runs though the end of May. The
California State fiscal year is July 1 – June 30.
Between February and mid-March of each year, departments
will receive a memo
from the Vice President of Finance, which will give detailed instructions
for year-end financial processes. Each department should carefully
review the memo and be aware of important cut-off dates, to ensure
a smooth year-end closure.
Furniture
There are several furniture vendors Cal Poly conducts
business with on a regular basis. Click on the link below for contact
information for these vendors.
Furniture
Vendors Contact Info
Furniture normally cannot be purchased on your
P-Card. Some exceptions are as follows: chairs, bookcases, filing
cabinets and other pieces that do not attach directly to the wall.
If you want to make a purchase for this type of furniture, please
complete the P-Card
Furniture Waiver Form and submit by email or by campus mail.
When considering furniture purchases, the State
of California directs its agencies, which Cal Poly is a part of,
to purchase products made by The Prison
Industry Authority (PIA) utilizing the authority granted by
the legislature, under penal code 2807. PIA is an agency within
the State of California that operates as a training facility for
prisoner rehabilitation. A wide range of trades are taught, resulting
in the production of numerous items that are then sold.
A catalog
of the PIA product line is available online or in our office. Please
call Suzanne LaCaro at x65190 for assistance with your furniture
purchases.
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