Page Description
The following page is a three column layout with a header that contains a quicklinks jump menu and the search CSUN function. Page sections are identified with headers. The footer contains update, contact and emergency information.
PROHIBITED & RESTRICTED USES OF THE P-CARD
PROHIBITED USES OF THE P-CARD
The following transactions are prohibited by State or CSU regulations:
- Cash Advances
- Splitting of purchases to circumvent regulations.
- Gifts or items of a personal nature. Gifts or items of a personal nature purchased for University personnel are prohibited. The only department authorized to purchase gifts or items of a personal nature for University personnel is Human Resources (ie, employee service awards and Employee of the Year awards). University personnel are defined as student assistants, staff, faculty or administrators. Gifts or items of a personal nature are defined but not limited to: greeting cards, awards or plaques, flowers or plants, food or drink, party supplies, holiday decorations, microwaves, refrigerators, coffee makers, etc. For further detail, see Pathways to Purchasing, Prohibited Practices at http://www-admn.csun.edu/purch/info/Pathways.htm.
- Purchase of any goods or services for personal use.
The following transactions are prohibited, CSU regulations require specific controls for the purchase of such items and these must be submitted to the Purchasing Office via the requisition/purchase order process. The exception is Travel. Accounts Payable is responsible for the travel process.
- Public works, construction, repair or remodeling of state buildings.
- Purchase of firearms, explosives, radioactive materials, narcotics and other controlled substances.
- Purchase of equipment exceeding $5,000 or more in value.
- Portable heaters and fans.
- Travel (which includes registration fees, off-campus training costs, conference and seminar fees).
- Electronic communication devices including, but not limited to, cell phones, smartphones, PDA's and pagers (new purchases, related services or replacement of existing devices/service).
RESTRICTED USES OF THE P-CARD
The following transactions are restricted from use via the P-Card. Prior approval from the Purchasing Office must be obtained before making the purchase. To request approval email pcardhelp-l@csun.edu. For urgent requests you can contact the P-Card Coordinator at extension 5916. Submission of a request is not an automatic approval. You must receive approval before making the purchase
- Equipment with a value of more than $2,000 and less than $4,999. Include vendor name, chartfields and cost information in your waiver request. For questions on what constitutes equipment, contact the Asset Management Department at extension 2311.
- Services of any nature whether performed on or off campus. These services may include, but are not limited to dry cleaners, repairs, printing, rentals of any type, and food services including catering. For questions on what constitutes a service, contact the P-Card Coordinator at extension 5916.
To check if the university has insurance on file for a vendor; go to the Purchasing & Contract Administration website, click on A to Z Vendor Listing. You can also contact the Insurance Coordinator, Cyndi Paull at extension 6830.
- Teleconferences, online training and webinars.
- Gratuities are permitted for meals for programmatic events served at restaurants or meals delivered at on-campus events. The gratuity shall not exceed 20% of the cost of the meal. Gratuities will only be allowed when an itemized receipt can be provided, to ensure that a handling/delivery fee has not been included in the total charges. There will be no exceptions.
OFFICE PRODUCTS ORDERS
The CSU's exclusive office products vendor is OfficeMax (OM). Orders for office supplies should be placed via the OfficeMax online system. Do not place purchases for office supplies for OfficeMax and especially not for any other office supply vendor using the P-Card. There are exceptions:
1) If you need to make a purchase that cannot wait for the OM next day delivery. You may use your P-Card in conjunction with an OfficeMax Retail Card to make the purchase (this will ensure you receive contract pricing or special pricing; whichever is lower).
2) You may purchase from another office supply retail location using the P-Card if exception #1 above does not meet your needs. Contact the Purchasing Office if you need any assistance or guidance with this process at extension 2301.