Vendors may be presented with three different types of authorized purchase transactions. The three transactions types are purchase orders, service agreements and contracts processed by the SJSU Purchasing Office; procurement card orders processed by authorized SJSU employees throughout the campus; and direct payment acquisitions processed by authorized SJSU employees throughout the campus. The following are descriptions of each of these procurement methods.
Purchase Orders, Service Agreements and Contracts: Purchase orders, service agreements and contracts are required for any purchase not eligible as a procurement card or direct payment transaction. The activities supporting purchase orders, service agreements and contracts are performed by SJSU Buyers who have the sole authority to approve purchases. SJSU Buyers are presented with a purchase requisition from campus departments. The buyer will take action to procure the products or services requested by campus departments after ensuring that all policies, authorizations and procedures, including competitive solicitations, have been obtained.
Procurement Card: Vendors may be presented with a procurement request using an official campus Procurement Card. The Procurement Card is designed to be used by authorized SJSU employees to purchase routine goods costing less than $5,000 (including shipping, handling and tax). While full liability rests with the University for immediate payment, the cardholder whose name is imprinted on the card is responsible for all purchases. This procurement card system benefits the University and vendors through:
Prompt payment to vendors.
Elimination of unnecessary purchase orders and invoices.
Distribution of low value purchase authority.
Just like any other credit card, it can be swiped at the vendor site or used to place orders by telephone and on the internet by giving the card account number to the vendor. An invoice or receipt is required from the vendor that identifies the detail of the items being purchased and shipped. The bank bills SJSU for the net amount of all authorized transactions processed. Each Procurement Card has a pre-set spending limit that may not be exceeded under any circumstances. Procurement Card restrictions and prohibited uses can be viewed on the campus Procurement & Support Services’ website.
No personal expenses are to be charged to the procurement card at any time or for any reason whatsoever.
Direct Payment Acquisitions: Authority has been delegated to campus departments to acquire certain kinds of products and services described as Direct Payment acquisitions. These are typically transactions for which little or no value can be added by processing them through standard procurement procedures. The majority of direct payment acquisitions are placed by telephone, fax or in person by an authorized SJSU employee. Vendors should ensure proper identification is provided by anyone who presents a direct payment transaction on behalf of the University to ensure orders are placed by a current SJSU employee.
Such payments are processed by the SJSU Accounts Payable Office by direct payment requests from campus departments and are not supported by the issuance of purchase orders, service orders or contracts. Vendors send invoices directly to the SJSU employee making the acquisition. Eligible products and services would routinely include commitments or obligations for books, general one-time repairs under $1000, memberships, pre-printed pamphlets, physicals and medical services, photographers, publication reprints, subscriptions, pre-printed test forms and videos. The full list of Direct Payment authorized transactions is displayed on the SJSU Procurement & Support Services website.
Any products shipped to SJSU as a Direct Payment acquisition must include the SJSU employee’s name, department, extended zip code and a Direct Payment Number. This number makes it possible for SJSU Receiving to immediately deliver the product(s) to the proper location.
SJSU Accounts Payable
One Washington Square
San José, CA 95192-0041 A/P Tech Directory
Located in Clark Hall 500
Hours: 8:00AM to 12:00PM
1:00PM to 5:00PM
SJSU Purchasing
One Washington Square
San José, CA 95192-0047 Buyer Directory
Located in Clark Hall 500
Hours: 8:00AM to 12:00PM
1:00PM to 5:00PM
SJSU Shipping & Receiving
129 South 10th Street
San José, CA 95192-0048
Phone: 408.924.1592
Located at the corner of
10th & San Fernando Streets
Hours: 7:30AM to 12:00PM
1:00PM to 4:00PM campus map
San José State University - Home of the Spartans
One Washington Square - San José, California USA, 95192 -
408.924.1000
