Procurement & Contracts

To protect the health and safety of everyone in our community, our office staff is working remotely.

For assistance, please contact us via email.

For the latest CSUDH updates regarding COVID-19, please visit csudh.edu/alert.

Coronavirus (COVID-19) – Procurement and Contracts Process Updates

The following information and guidelines have been established in response to COVID-19.

STUDENT PLACEMENT AGREEMENT GUIDELINES DURING COVID-19

The Student Placement Agreement Guidelines During COVID-19 found below are provided to implement guidance provided by the Chancellor’s Office Experiential Learning during COVID-19 Memo issued June 25, 2020. 

COVID-19 has posed new and emerging risks to students engaged in this experience. As a result, in connection with the fulfillment of students’ academic requirements, students are being offered the option of a) delaying training during the COVID-19 pandemic; (b)  training conducted virtually or online if permitted by licensing or accrediting bodies; or (c)  training conducted on-site at a Facility.

These Guidelines are intended specifically for students who voluntarily elect to participate in academic learning activities conducted on-site at selected Facility and require a new or renewal Agreements. This process does not apply to students conducting virtual/remote placement activities. An Amendment Agreement to include COVID-19 language will not be required for active and fully executed Agreements.

The Guidelines shall be used to request new and renewal Agreement both by clinical and non-clinical Program Directors and/or Designees, including but not limited to, student teaching, clinicals, practicums, internships, service learning, field placements, etc., (“Programs”).

Students enrolled in experiential learning programs should be given a virtual learning option—to the extent allowed by accrediting and credentialing bodies—in order to complete their course work. This should include allied health clinical experiences and education programs (student teaching) if and when possible.

Please review the Student Placement Agreement Guidelines During COVID-19 for complete details.

FORMS

COVID-19 Acknowledgment

Student Liability Waiver (Waiver not Mandatory)

Safety Training (Video)

 

REQUISITIONS

Emergency Requisitions (PeopleSoft)

In light of the current situation with COVID-19, we have established the following process for entering emergency requisitions in PeopleSoft.

When entering a new requisition that needs immediate attention related to COVID-19, please ensure that “CRITICAL” is entered as the first word in the description box.

covid19-requisition-1

Campuses are required to separately track costs associated with COVID-19 for reporting purposes, and we have created a new program code, COV19 for this purpose. For departments who already have program codes established and want to retain them, COV19 may be used as either the program or class code. Please be sure to use COV19 for costs associated with COVID-19.

covid19-requisition-2

Please upload all backup and documentation pertinent to your procurement (including email approvals) request in the Header Comments.

All other requisitions entered in PeopleSoft shall follow the normal process. If you have any questions please contact Maria Hernandez, mehernandez@csudh.edu or Gene Surh at gsurh@csudh.edu.

Requisition (Paper Submittal)

In the event the requestor does not have access to PeopleSoft, and must complete an emergency requisition, please submit the paper Requisition form to Maria Hernandez at mehernandez@csudh.edu or Gene Surh at gsurh@csudh.edu.  

HOME DELIVERIES

PURCHASING RESTRICTIONS

  1. No Furniture is Authorized at this time.
  2. IT hardware, software and services (including computers, scanners, and printers). If a laptop is needed for home use, please submit a request through the IT Service Portal at https://www.csudh.edu/it/. A request through IT ensures that laptops come with the necessary software pre-loaded and that they meet compliance requirements and University security standards.

INSTRUCTIONS FOR HOME DELIVERIES (UNDER $500):

Purchases under $500 (inclusive of taxes, and shipping costs), shall be authorized for home delivery as follows:

  1. Requester shall send detailed product information as well as a brief justification for home delivery to their appropriate administrator for review and approval.
  2. Requester shall submit approvals as follow:
    1. P-card: Requester may proceed with purchase once the approval has been obtained from the appropriate administrator. Approval must be submitted with the P-card reconciliation.
    2. Requisition: If requester does not have a P-card, a requisition via PeopleSoft must be submitted. Requester shall upload quote and home delivery approval/justification. Buyer will issue a Purchase Order if appropriate.
    3. Direct Pay: If using an approved Direct Pay category, requester must submit invoice and home delivery approval/justification with the Direct Pay Form and submit to AP for payment.
  3. Campuses are required to track costs associated with COVID-19 for reporting purposes. Requests must be sure to use COV19 program/class code in the chartfield for all requisitions, P-card, and Direct Payment requests.

The P-card Policy must be followed.

Home Deliveries for items over $500.00 are not authorized for Home Delivery.

Please contact Maria Hernandez at mehernandez@csudh.edu or Gene Surh at gsurh@csudh.edu for additional information, clarifications, or requests.

STAPLES HOME DELIVERY PROCESS

During these unique times it is critical that we maintain continuity while we work from home. CSUDH in partnership with Staples has implemented a Work From Home (WFH) contingency program that will allow users to get home deliveries at CSU pricing using the university issued P-card. There is no minimum order. 

NO FURNITURE AUTHORIZED AT THIS TIME

To participate in the WFH program, please click on the registration link below. 

  • Please provide all pertinent information required to participate. You will receive new log in credentials different from one you use on campus. 
  • Please log in, create a new password and confirm you address is correct.  

Once we get thru the pandemic – the WFH contingency program will be deactivated and we will return to business as usual. 

Please let us know if you have any question or concerns. We are here to help. 

WFH eRegistration link:

https://register.staplesadvantage.com/doRegister?RegFormId=EFczhi

Multiple Addresses 

Once the account is created, you may only enter one address. To request delivery to multiple locations Procurement must email a request to Staples to enter multiple addresses. To request multiple addresses please follow the following process:

  1. Please provide the user ID for the user that will have multiple addresses
  2. Send all new addresses to Sabrina Rodriguez at srodriguez@csudh.edu
  3. Procurement will send request to Staples to get multiple addresses entered

It will take approximately 24-48 hours for the addresses to appear in the drop down of the specific user.

P-CARD RECONCILIATION

In light of the current situation with COVID-19, we have established the following process for P-card Reconciliations and Approval submittals.

RECONCILIATION SUBMITTAL

Statement reconciliation shall be submitted via email by the date and time specified on the monthly email communication. Dates are subject to change. Please visit the Accounts Payable website to view the P-card Reconciliation Due Dates.

Reconciled statements (including email approval) are to be emailed to PCardRecon@csudh.edu. If the cardholder does not have the capability of scanning and submitting their statement and backup documentation, they will be responsible for submitting a full reconciliation once the campus resumes normal operations.

All cardholders are required to at minimum, login to PeopleSoft and enter purchase descriptions and chartfield information.

RECEIPTS

Cardholders that have the capability of submitting the reconciliation statements via email shall include copies of receipts, including email confirmations, invoices and/or approved Lost/Missing Receipts of Goods Verification form (Exhibit A) which is found in the Procurement Card Policy.  The receipt should have a clear description of the item being purchased, cost of the item, vendor name, vendor address, vendor phone number, method of payment, and net zero amount owed. Packing slips, itineraries, and confirmation notices are not considered valid receipts.

SIGNATURES

In lieu of wet signatures, we will be accepting email approvals. Please attach the emailed approval from your P-card Approver as an attachment along with receipts and the reconciled statement. One email submittal per cardholder.

ACCOUNTS

Please ensure that you are assigning the correct account number for each charge on your reconciliation. Below are the most frequent categories for purchases and their corresponding account numbers.

  • 660003 – Supplies and Services
  • 606001 - In-state Travel (for employees and students only)
  • 606002 – Out of state Travel (for employees and students only)
  • 660009 – Professional Development
  • 660042 – Recruitment
  • 608005 – Subscriptions (this is only for Library use) others please use 660003)
  • 660017 – Advertising

EMERGENCY PURCHASES (COVID-19)

Campuses are required to separately track costs associated with COVID-19 for reporting purposes, and we have created a new program and class code, COV19 for this purpose. Please be sure to use COV19 for costs associated with COVID-19. Cardholders may use COV19 as either the program code or the class code fields.

covid19-pcard-1

TRAVEL

If there are travel expenses on the statement, cardholders must include the TI (travel in state) or TO (travel out of state) numbers. Any travel expenses incurred due to COVID-19 shall also have the program code or class field COV19 on the chartfield.

If you have any travel-related questions please email Juan Carlos Rodriguez at jcrodriguez@csudh.edu. For any other questions relating to P-card reconciliation please contact Maria Hernandez at mehernandez@csudh.edu.

CONTACTS

The Procurement and Contracts Office is the central purchasing authority for California State University, Dominguez Hills (CSUDH), as authorized by the CSU Board of Trustees and the Campus President. 

Procurement and Contracts subscribes to the Code of Ethics of the CSU Office of the Chancellor, Contract Services and Procurement. Since public employment is a public trust, all purchasing decisions are made in accordance with the policies set forth in the Integrated CSU Administrative Manual (ICSUAM) Section 5000 for Contracting and Procurement, CSUDH procedures and guidelines, and the laws of the State of California.

Procurement & Contracts Mission Statement

Procurement and Contracts serves and supports the overall mission and goals of the university by employing best practices for a variety of goods and services responsive to the needs of our faculty, staff, and students.  We provide cost effective, best value purchasing services and high quality customer services in a courteous and professional manner. Through consistent application of state, CSU, and campus policies, we ensure appropriate stewardship of public funds and are committed to the continued growth and development of CSUDH.