Sonoma State University

Goods and Services

There are four primary methods to purchase goods and services:

ProCard

  • Goods:  The use of the ProCard for goods is subject to the cardholder’s limit and the use must adhere to the ProCard Handbook.

  • Services:  The use of the ProCard for services is limited to $1,000 per transaction.  The ProCard cannot be used if a contract is required.

Direct Pay/Direct Invoice

  • Goods:  The Direct Pay/Direct Invoice method may be used for goods up to $500.

  • Services:  The Direct Pay/Direct Invoice method may be used up to $2,500 as long as a contract is not required.

EREQ Request/Purchase Order

All purchases not included in the ProCard and Direct Pay/Direct Invoice methods must follow the EReq Request/Purchase Order method.

Employee Business Expenses Reimbursement (EBER)

  • The EBER is used for petty cash replenishment and out-of-pocket business expenses (non-travel) up to $500

  • The EBER is not used for equipment, registrations or services

  • All receipts must be in the employees name claiming reimbursement.

Contract Guidelines

Many purchases require a contractual agreement between SSU and the supplier of the good or service.

Principal Investigators/Project Directors (PIs/PDs) should consult with their Project Administrator (PA) to determine if a contract is necessary. If a contract is required, the PA can assist the PI/PD in initiating the contract via the EREQ process.

A contract is required if the answer to any of the following questions is Yes:

  • Is the supplier a one-person operation? (Honoraria- non-SSU employees does not require a contract)
  • Is the supplier coming to campus to perform work?
  • Will the supplier services involve modification, including construction, alteration, painting, repair or improvement, to any state structure, building, road or other improvement of any kind?
  • Will the supplier services require use of hazardous chemicals or involve disturbance or removal of hazardous materials such as asbestos or lead?
  • Are the purchases charged to sponsored funds and are the services for clinical research, material transfer, or do they involve human subjects?
  • Is there a requirement for milestone deliverables and/or specific milestone deliverable dates?
  • Is there a requirement for services to be completed in accordance with a firm schedule?
  • Are the services for a commissioned work?
  • Are there data usage and ownership requirements?
  • Is the expenditure for loan of equipment or other tangible items?

Please note that all contracts must be reviewed by Contracts and Procurement prior to signature.  University contracts can only be signed by the President, CFO, Purchasing Department Buyers, and AVP for Financial Services. 

ORSP is available to assist PIs/PDs in accessing any of the purchasing services noted above. PIs/PDs should contact their PA for further assistance.

School Administrative Managers and staff may also be able to assist PIs/PDs in making purchases.