PURCHASING Procedure “CHEAT SHEET”

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Below you can find a quick guideline regarding our purchasing procedures, when to use your Procurement Card, and who to contact.

For Orders Under $500

Use of a Procurement Card account is mandatory when:

  • Accepted by the vendor
  • The purchase falls within program guidelines

If not:

  • Do not place the order
  • Submit a requisition to Procurement & Payment Services with the intended item(s)/service(s) required (allow for adequate processing times)
  • Our office will process the purchase according to purchasing rules/regulations

For Orders Between $500 and $2,500

Use a Procurement Card when:

  • accepted by the vendor and
  • the purchase falls within program guidelines
  • Do not place the order
  • Submit a requisition to Procurement & Payment Services with the intended item(s)/service(s) required (allow for adequate processing times)
  • Our office will process the purchase according to purchasing rules/regulations

Note: Although the department may obtain written quotes from vendors for intended purchases, NYS Finance Law does not allow unauthorized personnel to obligate funds without the prior knowledge of Procurement & Payment Services (i.e., confirming orders are not permissible). Any written quotes should be forwarded to our office with the requisition.

For Orders that Exceed $2,500

  • Do not place the order
  • Submit a requisition to Procurement and Payment Services with any/all documentation (e.g., quotes, contracts, product/service information, etc.) prior to the intended purchase (allow for adequate processing times)
  • Our office will process the purchase according to purchasing rules/regulations

Any questions related to the above or any other purchasing situation may be directed to Donna Napier or Mark Stacy.

NOTE: Purchases utilizing state grant award funding must maintain a copy of the award letter with the appropriate VISA record or submit with the requisition to Procurement & Payment Services.

How to Purchase...

For more information on purchasing guidelines for specific items, please refer to the appropriate webpage below.

Advertising

Computer Hardware

Food/Beverage

Furniture

Office Equipment/Supplies

Scientific Supplies

Software

Last Updated 5/26/21