Finance

Business and Support Services

Transforming Procurement at Cal State Monterey Bay

We are excited to announce that Cal State Monterey Bay is moving forward with the implementation of the CSUBUY Procure-to-Pay (P2P) system. This important CSU-wide initiative will transform how we order, receive, and pay for goods and services—delivering a more efficient, transparent, and modern procurement experience.

What is CSUBUY P2P?

The CSUBUY P2P system is a fully integrated platform designed to streamline procurement and payment operations across the CSU. This implementation will:

  • Automate and consolidate procurement and payment processes
  • Reduce manual reconciliation and increase visibility into spending
  • Improve internal controls, compliance, and customer service
  • Support a systemwide strategy (Multi-U) to manage rising costs and improve service delivery

End User Demo Series

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

    Powerpoint Presentation | Recording

     

  • 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 | Recording

     

  • 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 | Recording

  • 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.

    Change Orders, Carts & Searches | Recording

  • 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 | Recording

     

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

    https://calstate.zoom.us/j/85778941866

    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

Timeline & Key Milestones

  • This date marked the formal start of the CSU-wide implementation effort. Planning, system configuration, and campus coordination activities are now underway.

  • Campus representatives will test the system using real-world purchasing scenarios to ensure functionality, accuracy, and readiness.

  • All employees who will interact with the CSUBUY P2P system will receive guided training to ensure confidence and competence ahead of launch.

    Participants will be invited to attend the session(s) that best align with their roles.

    Upcoming Training Sessions:

    • January 20 – Shoppers/Requestors 1:30 – 3:30 p.m.
      This session provides training for users responsible for procuring goods and services for their department. Topics include Shopper vs. Requester roles, suppliers, punchouts, forms, cart management, persona/business unit selection, chartfield usage, and the full workflow.

    • January 21 – Approvers 9:00 – 11:00 a.m.
      This session is for users identified as having fiscal authority. It will cover key approval roles and processes, how financial workflows function, handling approval substitutions, approval actions (return, reject, comment, approve), managing shared folders, and reviewing forms and attachments.

    • January 22 – Compliance Approvers 9:00 – 11:00 a.m.
      This session is for users identified as approvers in compliance workflows. It will cover key approval roles and processes, how compliance workflows function, handling approval substitutions, approval actions (return, reject, comment, approve), managing shared folders, and reviewing forms and attachments.

     Once we are live, our campus project team will conduct hands-on, progressive training sessions to further support your learning and ensure successful adoption of the new system.  

  • The system becomes the official platform for procurement and payment processing.