Purchases
under $500, no bidding required
$500 - $5,000 fax or telephone bid required
$5,000 - $20,000 sealed bid required
$20,000 and above formal contract process
Utilization of NYC, NYS, GSA, Board of Ed contracts no bidding
necessary
Department
prepares requisition which is signed by authorized signatory
Requisition
received in purchasing date stamped, reviewed and signature verified
Requisition
returned to requesting department if lacking authorized signature
bidding or relevant supporting documentation
Requisition
entered into PUBA system after available budget balance is verified.
Requisition is assigned a req number by system
Requisition
returned to requesting department for insufficient budget
Requisition
information reviewed. Requisition is finalized in PUBA system. PUBA
assigns a PO number.
Purchase
Order is printed
Purchase
Order is reviewed and signed by an authorized purchasing agent
Seven
part Purchase Order is separated
1)
Vendor copy is mailed of faxed to vendor
2) Accounts Payable is given copy of Purchase Order
3) Received report copies mailed to requesting department
Purchasing
encumbers funds in University system which interfaces with NYC FMS
system
Accounts
Payable files PO and awaits receipt of invoice and receiving report
Once
invoice and receiving report are received payment and recumbrance of
funds is verified payment is processed
NYC
issues checks for PO's over $250
College issues checks for PO's under $250
