Under ordinary circumstances it is the policy of CSP to reimburse travel expenses on the basis of actual expenses involved. Persons traveling on CSP business are entitled to transportation, hotel accommodation, meals and limited incidentals (for example, taxis and telephone calls) that meet reasonable and adequate standards for convenience, safety and comfort. Alcohol is not included as a reimbursable expense.
Travel reimbursement must be claimed using the appropriate processes and approvals developed by the Vice President for Finance.
Only authorized persons may purchase supplies in the name of CSP. Authorization is obtained through the Vice President for Finance. No employee whose regular duties do not include purchasing may incur any expense on behalf of CSP.
Without a properly approved purchase order, CSP is not obligated for any purchase. It is the policy of CSP to hold the individual personally responsible for the cost of unauthorized purchases.
Institution vendors have been informed not to accept orders from unauthorized persons or authorized persons working outside of the regular purchasing process. Items ordered “on approval” are subject to the same prior approvals and purchase order processes as all other items.
The employee requesting to purchase a commodity or service must fill out a “Purchase Order Number Request Form” or its electronic equivalent (depending on the type of purchase).
The form must be signed or electronically approved according to the following approval levels:
$0 to $1000 – Department Head or Chair
$1,000 to $4,999 – College Dean (Academic Divisions) or Director
$5,000 or over – Division Vice President
Capital Expenditures – Vice President for Finance
After initial approval, the request will be submitted to the Purchasing Department for processing.
The Purchasing Department will check the budget accounts to insure that funds are available for the request.
If funds are available the request is processed
If funds are not available the request is denied until funds are made available
After confirmation from the Purchasing Department, the employee may proceed with the purchase.
An online ordering account has been set up for each organization or department. The employee who has been authorized to order accesses the associated supply website and proceeds with their order. Once the order has been submitted an email is sent to the Purchasing Department for approval. The Purchasing Department checks the budget to insure that the funds are available for the purchase:
If funds are available the order is approved and submitted for processing
If funds are not available the order is denied until funds are made available