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Purchasing & Contract Administration Phone: (818) 677-2301 Fax: (818) 677-6544 Mail Drop: 8231 Located in University Hall, room 180, email address is purch@csun.edu

DIRECT PAY PROCESS

 

The direct payment process allows user departments to bypass the normal purchase requisition and purchase order process on selected procurements where Purchasing adds little or no value to the transaction.  We have found this method quite effective in reducing administrative costs while affording our internal customers more flexibility in an accountable manner.  Prompt vendor payment is achieved with no sacrifice in accountability and without the creation of another form to process these transactions.

The transactions that can be handled via "Direct Pay" as well as the process for ordering and procedure for payment are as follows.  Note that in addition to Direct Pay, the Procurement Card can be used for many of the transactions listed.

DIRECT PAY TRANSACTIONS :

 

PROCESS FOR DIRECT PAY TRANSACTIONS :

On Direct Pay Transactions you are able to contact the vendor directly to request the goods or services. Instruct the vendor to submit the invoice to your attention at the University's address. Be sure to let them know you are with the University so that you are entitled to any educational discounts.

In order to process Direct Pay payments to the payee a Vendor Data Record is required or as A/P and Purchasing call it--a 204 Form. Ordinarily Accounts Payable and Purchasing request and obtain this form for each vendor. However, on Direct Pay transactions you are the contact point. We suggest you provide this form to the vendors if you have not dealt with the vendor previously.

The form can be found at: (http://www.calstate.edu/CSP/crl/forms/CRL040.pdf).
This will eliminate delays on payment. If you have any questions whether we already have a 204 Form on file, you can contact Eliza Avetisyan at x2301 and she will check to see if one is needed and that the mailing address is correct. With your help this will prevent checks from being mailed to the wrong address.

PROCEDURE FOR PROCESSING PAYMENT FOR DIRECT PAY TRANSACTIONS :

Every invoice submitted for direct payment must have a direct pay label attached to the invoice with complete chartfield information and must be signed by the appropriate individual. A sample of the label is provided below. Chartfield labels are available one of two ways. You can request formatted chartfield labels from your Financial Manager. Or you can format labels yourself by ordering Avery Labels #5163 via a Campus Stores Requisition and then requesting an electronic file from Accounts Payable to format the Avery labels.

All invoices must be original and have line item detail/description of the goods/services provided in accordance with State Administrative Manual, Section 8422.1. Packing slips or invoices marked "Duplicate" are not acceptable. A receipt or a credit card sales draft with no description or line item detail is not acceptable. If a department cannot obtain the original invoice, contact Accounts Payable at x3472 for procedures for handling this situation.