Divisional Spending Process

In the Academic Affairs Division, all purchases of $5,000 or more using State funding require division level approval. We are returning to the same approval plan used prior to the pandemic, in which Executive Director, Lisa Rotunni, in Academic Resources has Provost Alva’s delegated authority to providethis approval.

Please send all approval requests to the Academic Resources email address: AR@cpp.edu.
If AdobeSign is being used, please prepare the document with TLira@cpp.edu as an “Approver” and LMRotunni@cpp.edu as a “Signer.”

Complete packets should be forwarded for approval if the purchase will be made through a:

• Requisition
• Direct Pay
• Facilities Service Request

Advance approval should be requested through a written communication describing the intended purchase and funding chartfield string for the following:

• P-Card purchases where the total to a single vendor is $5,000 or more
• Computer purchase through IT & IP portal
• Increasing the authorized dollar amount by $5,000 or more for an existing Purchase Order
• Purchases through the Bronco Bookstore
• Payments by Invoice to the Cal Poly Pomona Foundation
• Payments by Cash Posting Order to the CSU

Division-level approval is NOT needed for invoices that are payments on a Purchase Order. These can be sent directly to University Accounts Payable.

Approval must be received before making a commitment of funds. Invoices that do not have an established PO will be sent back and can only be processed through a “Confirming Order” memo and division-level approval at any dollar amount. A different funding source, possibly a non-State source, may be required.

This expenditure process does not apply to transactions in the Cal Poly Pomona Foundation and the Cal Poly Pomona Philanthropic Foundation, which continue to follow their own board-approved policies.

The format and routing for specific request types is described below. When a request is received, the Academic Resources team will assure that requests are complete or request additional information as needed. A copy will be provided to the originator when items move forward in the routing.

• Requisition Packets
  1. Requisition with approval signature for the chartfield string
  2. Quote, Contract agreement or other appropriate purchase request documentation
  3. ATI/IT approvals, if applicable. Remember that ATI review of a prior purchase does not apply to a contract renewal or new purchase

Approved packets will be forwarded directly to University Procurement for processing. If the ATI/IT approval has not been completed, the packet will be forwarded to IT & IP to attach the review.

• Direct Pay Packets
  1. Direct Pay Form with approval signature for the chartfield string
  2. Quote, event flyer and/or other appropriate purchase request documentation

Approved packets will be forwarded directly to University Accounts Payable for processing. Note that the Direct Pay process is limited to specific types of transactions. A Requisition is the appropriate mode for purchases of goods and most services.

• Direct Pay Packets for Faculty Relocation
• Packets must be sent to the Provost’s Office for review BEFORE coming to Academic Resources.
  1. Direct Pay Form with signature approval for the chartfield string
  1. Approved Travel Claim
  2. Invoice, receipt(s), and other appropriate purchase request documentation
  3. Offer Letter
  4. Certification for Reimbursement of Moving/Relocation Expenses
  5. The Provost’s Office will forward to Academic Resources. Approved packets will be forwarded directly to University Accounts Payable for processing.

• Facilities Service Request
  1. Information about the purpose of the request and the expected total cost
  2. Service request form with chartfield string for funding and appropriate approval signature

Approved requests will be forwarded directly to Facilities Planning and Management for processing.

For Pre-Approval needs, please provide an expenditure request memo or email describing the planned purchase.

The request should include:

1. Information about what will be purchased and the expected total cost
2. The chartfield string for the funding and appropriate approval signature

Pre-Approval will be returned to the department as a signature on the request memo, to be routed as follows for each type of request:

• P-Card Reconciliation Packets: Attach pre-approval when sending to procurement.
• IT & IP Portal Computer Purchase: Upload pre-approval to the order portal.
• Increasing value of an existing P.O.: Attach the pre-approval to the email request to University Procurement to increase the value.
• Bookstore Purchase: Retain in department and provide to University Accounts Payable upon request.
• Foundation Invoice: Attach pre-approval to payment request forwarded to University Accounts Payable.
• Interagency Financial Transaction (IFT), formerly CPO (CSU Cash Posting Order): Attach pre-approval to email reply to University Budget Services when payment chartfield string is requested.