绿帽换妻

July 29th, 2025; 2:00 - 3:00 p.m.

Covers supplier onboarding, tracking status and registration history, and providing assistance.

Powerpoint Presentation |

August 4th, 2025; 10:00 - 11:00 a.m.

Provides an overview of the platform used for goods and services, covering shopper vs. requester roles, punchouts and forms (Reqs), cart and form management, persona (BUs) selection, chartfield usage, and the full workflow from submission to PO closure.

Powerpoint Presentation |

September 22nd, 2025; 1:00 - 2:00 p.m.

Covers key approval rules and processes, including when a requester cannot approve, how financial and compliance workflows function, DOA levels and limits, requisition review steps, handling substitutions, approval actions (return, reject, comment, approve), managing shared folders, and reviewing attachments.

Powerpoint Presentation |

October 1st, 2025; 1:00 - 2:00 p.m.

Demo on change orders, carts, and searches covers when and how to submit change orders, their approval workflows, cart creation and management, as well as how to perform and save searches for requisitions, POs, suppliers, vouchers, and payments.

Powerpoint Presentation |

October 8th, 2025; 1:00 - 2:00 p.m.

Explains the voucher and invoice process, methods of invoice submission, match exceptions, distinctions between 2-way and 3-way receiving, PO ownership and updates, centralized vs. decentralized receiving, and how to verify voucher, PO, and requisition links as well as payment status.

Powerpoint Presentation |

November 3rd, 2025: 1:00 - 2:00 p.m.

Townhall to provide a collaborative forum where campus users can receive updates, ask questions, share feedback, and gain clarity on the CSUBUY procure-to-pay system.

Powerpoint Presentation | Recording

Do vendors already registered at other CSU campuses need to re-register?

Only vendors marked as “global” by the Chancellor’s Office are available systemwide. All others must re-register through CSU East Bay’s CSU Supplier Portal.

Will international vendors follow the same onboarding process?

Yes. They must register via the CSU Supplier Portal. OFAC and compliance checks are conducted as part of onboarding.

Will existing vendors be migrated into the new system?

No. All vendors must re-register. The Chancellor’s Office will send re-registration invitations to current vendors using collected emails.

Do vendors upload tax forms like W-9 or W-8BEN during onboarding?

Yes, partially. Basic forms are uploaded during registration. However, international vendors still require separate documentation for Sprintax and tax analysis.

Yes. Vendors submit invoices through the portal and attach them to the correct PO. Departments no longer receive invoices directly.

Can departments review invoices before payment?

Yes. Invoices will route to designated PO Owners for verification before AP processes payment.

What if invoice amounts differ from the PO?

The system will flag discrepancies (match exceptions). Any change requires a formal change order and updated approval.

Will utility bills (e.g., PG&E) bypass Facilities review?

It depends on the supplier’s portal usage. If a utility does not submit electronically, AP will input the invoice and route it for Facilities’ review.

Will blanket POs transfer to the new system?

No. Current blanket POs expire in February. New ones must be submitted in CSU Buy for the remainder of the fiscal year.

Will the ICT (Information & Communication Technology) review process continue?

Yes. If ICT is triggered, the system will route the requisition to the appropriate IT compliance officer for review.

Can I use a P-Card with vendors not in CSU Buy?

Yes, but only for vendors outside CSU Buy. Do not use P-Cards for punch-out vendors like Amazon or Staples already in CSU Buy.

Will CSU Buy impact use of the Marketplace and P-Cards?

Yes. CSU Buy replaces Marketplace functionality:

• Punch-out vendors will now be accessed via CSU Buy.
• Transactions are charged directly to account strings.
• P-Card volume will decrease, but P-Cards remain active for hospitality and other uses.

If I still use my P-Card outside CSU Buy, does my reconciliation process change?

No. Existing reconciliation (e.g., via Adobe Sign) remains for non-CSU Buy purchases.

Will Sprintax integrate with CSU Buy?

No. Sprintax remains a separate process. Campuses must continue collecting required tax documentation and initiate Sprintax analysis outside the CSU Buy system.

Yes. W Fund expenditures follow the same DOA routing. Secondary reviews for contract grants are being tested.

Will expenses on grants route automatically for approval?

Yes. Grant-related requisitions will follow standard DOA workflows, with possible additional routing for contract grants.

Will there be training for grant fund processing in CSU Buy?

Yes. Targeted training will be provided for grant-related procurement and workflows.

Can I opt out of the approval hierarchy and approve everything as an MPP?

No. The new system requires adherence to the DOA matrix. However, departments can configure a Level 4 MPP to act as both Level 4 and Level 5 approver.

Can Level 5 approvers review—but not approve—charges over $5,000?

Yes. Level 5 users can view transactions, but only those with DOA authority for that level can approve expenditures.

Can support staff submit requisitions without signing authority?

Yes. Users can be assigned a “requester” role. They can shop, create requisitions, and submit them—but only authorized approvers can approve.

How do departments configure DOA levels for their area?

Each department must coordinate with its assigned resource person to complete the DOA matrix and identify appropriate approvers for each chartfield.