Direct Pay Procedures
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Payments made against a department's budget for expenses that do not require a purchase order and when a procurement card is not accepted by the vendor, must be processed through the appropriate campus system.
With the implementation of CSUBUY P2P and CSU Concur, the campus has streamlined expense management and payment processes:
- Vendor payments must be processed through CSUBUY P2P, including use of the Direct Pay Form for allowable vendor payment categories.
- Reimbursements and refunds for non-vendors (employees, students, non-employees) must be requested and processed through Concur.
Departments are responsible for selecting the correct system based on the type of payment. As a general guideline, you will use either P2P or Concur to process all payments. Any submissions using the legacy Direct Pay process will be re-routed to the appropriate system and may result in processing delays.
Departments are responsible for reviewing Direct Pay requirements prior to committing funds or submitting requests, as non-qualifying or incomplete submissions may be returned unprocessed.
Transactions that do not meet Direct Pay criteria may be redirected to an alternative process, such as requisition or purchase order processing, as applicable. Unapproved, non-qualifying, or incomplete Direct Pay requests may be returned unprocessed to the originating department, along with an explanation of why the expenditure was denied processing. Non-qualifying expenditures will be directed to follow the P2P Unauthorized Purchase Authorization Request (UPAR) process to seek additional approval to move forward with payment processing.
For questions regarding Direct Pay eligibility, P2P Direct Pay categories, or the appropriate submission method, departments should contact Accounts Payable at cpp-ap@cpp.edu prior to submitting a request.
Submitted and processed within the CSUBUY P2P system for specific allowable vendor payment categories. The P2P Direct Pay Form is used for eligible vendor payments that do not require a requisition and cannot be paid using a procurement card but are authorized for processing within the P2P system.
These transactions must align with the P2P allowable Direct Pay categories and follow all P2P approval and documentation requirements.
The following transaction types are authorized to be submitted through P2P Direct Pay Form:
- Attorney Fee
- Freight / Postage / Shipping
- Legal Settlement
- Local & Federal Government Payment
- Medical Service Payment
- Memberships
- Official / Referee Payment
- Permit / License (non‑IT)
- Royalty Payment
- Student Union Return of Surplus
- Subscription / Publication (non‑IT)
- Utilities – Electricity / Gas / Oil / Water / Sewage / Telecommunication
- Direct Pay – Other (as reviewed and approved under campus guidelines)
Note: This list mirrors the allowable P2P Direct Pay Form vendor payment categories. Additional documentation or approvals may be required depending on the expense type. Departments should not submit these transactions using the legacy Direct Pay form, as they may be returned and routed to the appropriate channel.
Quick Reference Guide for Completing the P2P Direct Pay Form (PDF)
For more information or assistance regarding the CSUBUY P2P implementation, please visit the P2P resource center webpage.
Submission Method –
Submitted and processed within the CSU Concur system for employee and non-vendor reimbursement and refund transactions. Concur is used for eligible payments that do not require a purchase order and not paid using a university card but are authorized for processing as reimbursements or refunds.
These transactions must align with Concur allowable expense and refund categories and follow all Concur submission, approval, and documentation requirements.
The following transactions are authorized to be submitted through CSU Concur:
- Employee reimbursements
- Non‑employee reimbursements
- Refunds (employee and student)
- Log in to CSU Concur
- Must be a stateside employee to access the system.
- Create a New Expense Report
- Select one of the following report types:
- Employee Expense – Non-Travel
- Non-Employee Expense
- Select one of the following report types:
- Complete Required Fields
- Fill out all required information.
- For Non-Employee Expense reports:
- If the reimbursement is not travel-related, select “Non-Travel” as the Travel/Report Purpose.
- Attach Supporting Documentation
- Upload all required documents, including itemized receipts to support the reimbursement.
- Submit the Report
Important Notes
- Employee Expense Reports
- If you see a “Supplier ID” alert, submit a through Optimize. Please include the following employee information:
- Full Name
- Phone Number
- Mailing Address (check remit address)
- The Accounts Payable team will create your employee account in CFS, which will sync to Concur the next business day.
- If you see a “Supplier ID” alert, submit a through Optimize. Please include the following employee information:
- Non-Employee Expense Reports
- If the non-employee does not appear in the Non-Employee Name dropdown, submit a through Optimize. Please include the following information for the non-employee the university is reimbursing:
- Full Name
- Phone Number
- Mailing Address (check remit address)
- The Accounts Payable team will create the non-employee profile in CFS and sync it to Concur the next business day.
- If the non-employee does not appear in the Non-Employee Name dropdown, submit a through Optimize. Please include the following information for the non-employee the university is reimbursing:
Submission Method – CSU Concur Homepage
Regular Direct Pay is limited in scope and should only be used for transactions that are not processed through P2P or Concur.
No vendor payments or reimbursements/refunds for non-vendors should be submitted through Regular Direct Pay unless explicitly instructed by University Accounting Services.
Instructions:- Prepare a Regular Direct Pay Form (PDF).
- Include all appropriate required supporting documentation, including itemized invoice/receipt.
- Obtain an authorized Delegate of Fiscal Authority (DOA) signature on the Direct Pay. The approver should be an authorized signor on the chartfield string where payment will be processed from.
- Invoice/Payment requests should be submitted electronically via email to cpp-ap@cpp.edu for processing. One (1) payment request should be submitted per email, with all supporting documentation combined into one (1) PDF document.
Submission Method – Regular Direct Pay Form (PDF)