IRA Process Updates

CSUBuy P2P & Vendor Set-Up

The CSUBUY Procure-to-Pay (P2P) application is a centralized, systemwide platform designed to standardize, streamline, and enhance procurement and payment processes across all California State University campuses.

All supply purchases must be made through an approved vendor in the P2P system. Vendors that are not approved will need to be invited to P2P to complete their vendor profile.

To set-up a new vendor, submit a Vendor Request Form via AdobeSign.

Note: Processing times for purchases through unapproved vendor may vary and depends on when the vendor completes their registration.

Reimbursable Expenses

Reimbursable expenses include:

• Airfare
• Hotel/lodging
• Mileage
• Conference/Competition Registration Fees

Purchase Requests

How to Submit a Purchase Request

Students must complete and submit an Purchase Request Form through AdobeSign. Be sure to include any required documentation (quotes, invoices, or supporting materials).

Note: All purchase requests must be pre-approved by your club advisor before submission.

After Submission

• Approved requests will be sent to your club’s affiliated department ASC (staff).
• The requester, club president, and advisor will be cc’d on the email sent to the department ASC.
• Tangible items will be delivered to Sac State and the club will be notified. Clubs are responsible for coordinating pick-up of delivered items.

Purchasing Policy

Students cannot be reimbursed for supply purchases made using personal funds. All supply purchases must be processed through the approved IRA purchasing channels.

Planning Ahead

Please plan your club purchases well in advance. Last-minute requests may not be processed in time for your project or activity. Please allow at least 2 weeks to process purchase requests, if using an approved vendor. Unapproved vendor purchase requests may take longer.

Travel Requests

Before You Travel

Students must submit a Travel Request Form at least 30 days prior to traveling. Note: Traveling without an approved request may result in denied reimbursement.

Required Forms

Vendor Data Form

• All student travelers must complete the Vendor Data Form before submitting a travel request.This form allows us to identify you in Concur and process your reimbursement after travel. Note: The vendor data form only needs to be completed once.

Driver Authorization

• If you plan to drive your personal vehicle or rent a car, you must also complete the Driver Authorization Packet before submitting your travel request (valid for 1 year after submission).
• Club advisors will need to complete the authorization signature for students planning to drive. Please attach a signed copy of the form to your travel request.

Defensive Driver Training

• Defensive Driver Training is a course that is required if driving yourself or others in a personal vehicle or driving a University-Owned vehicle. The driver must repeat this training every four years. To access the Defensive Driver Program training labeled "Driving Safely, Driving Smarter," please click on this link or go to MySacState / Employee Center / CSU Learn / Search field "Defensive Driver Program" / Click on the title / Click on REGISTER / Click on START.

Notice to students planning to drive: If you choose to drive instead of fly, you must provide a flight cost comparison as part of your documentation. This means you’ll need to include a screenshot of airfare from University Travel that clearly shows:

• Your travel start and end dates
• Your destination(s)
• The flight price

You need include justification for driving in your travel request. This information will be used to determine the most economical option and establish the maximum reimbursement allowed.

Example: If you are carpooling with other students, your justification and flight comparison may allow you to be reimbursed for the full driving cost—as long as the documentation shows that driving is cheaper than buying individual flights for each person.

How to Submit a Travel Request

• Students must complete and submit a Travel Request Form at least 30 days prior to traveling via AdobeSign.
• Be sure to include any required documentation with your request:
  • Signed Driver Authorization Forms, price estimates, conference registration confirmations, etc.

After Submission

• After submission, the request will be created in Concur by an ECS Admin and submitted for approval.
• Once approved, students are permitted to travel.
• Students are required to submit their itemized/final receipts within 60 days after returning from travel. Receipts received after 60 days may result in denied reimbursement.

Reimbursement Policy

• Students CAN be reimbursed for eligible travel-related expenses.
• Receipts and documentation must be submitted within 60 days after travel to qualify for reimbursement.

Required Documentation for Reimbursement May Include:

• Receipts: Itemized receipts showing amount paid and the student’s first and last name (registration fees or trip-related expenses). Confirmation emails do not count as a receipt.
• Proof of Attendance: Photo of student name badge or other supporting documentation.
• Flight Itineraries: Copies of travel confirmations showing student name and travel dates.
• Conference Agendas: Copy of agenda showing participation and relevance of trip.

Once reimbursements are submitted and approved through Concur, students will receive a check to the address on file or can sign up for Direct Deposit.

Forms & Links

• CSUS Travel Guidelines
• Travel Request Form
• Travel Request Submission Instructions
• Purchase Request Form
• Purchase Request Submission Instructions
• Vendor Data Form (required for student travel reimbursements & requests)
• Vendor Request Form (to set-up vendors in P2P)
• Driver Authorization Forms
• Defensive Driver Training
• ECSJC Expense Reporting

Important Deadlines

Last day to submit purchase requests: TBD

Last day to submit travel receipts for reimbursement: TBD

FAQs

Who needs to submit a travel request?

Students who personally pay for travel-related expenses and plan to be reimbursed using their club’s IRA funds must submit a travel request in advance.

Reimbursement can only be issued to the student whose name is on the approved travel request and whose personal payment method was used to pay the vendor directly.

What's the difference between travel and mileage?

Mileage reimbursements are for students driving their personal vehicle to a competition/conference. Mileage may not be used for rental cars or gas costs.

What do I do if I can't pay for travel expenses out of pocket?

We may be able to assist with booking and paying for flights and conference/competition registration fees.

We are unable to pay for hotels/lodging, mileage, or gas. Students are responsible for covering these costs out of pocket and requesting reimbursement afterward (if approved).

What's the difference between "club funds" and IRA funds?

Club funds typically refers to the funds clubs have through ASI. IRA funds supports educational experiences conducted outside the classroom. This includes costs for eligible club activities, program supplies, student travel, and conference fees.