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Vendor Relations and Ethics Purchasing Procedures Purchasing Policy The Purchasing Department is responsible for the procurement of all goods and services and applying best practices for optimizing cost savings, quality products and services, and for assuring proper inventory control and inspections as required by the College in accordance with State, City and CUNY regulations.
Pursuant to College Policy, employees who order and receive goods and services without an approved purchase order may be held personally liable for payment.
Likewise, vendors who provide goods and services without an official approved College Purchase Order, issued only by the Purchasing Department, may be subject to non-payment.
General Procedures Area and Department Heads are responsible for prudently planning for and requesting those goods and services necessary for effective operation. Requisitions will be returned with a memo indicating insufficient funds. Purchase Requisitions may be obtained from the Purchasing Department or a printable copy is available on this web page.
A purchase requisition is an internal document that is never forwarded to a vendor. All purchase requisitions must be signed by the authorized signatory for each department. The following information must be included on all purchase requisitions: Split Requisitions Departments should plan their expenses and consolidate their purchases when ordering the same or similar goods from the same vendor.
The splitting of requisitions for the same or similar goods is not allowed and is considered split ordering. Combining of such requests will not only result in the requisitioner and purchasing team utilizing their time more efficiently but may be more economical and could result in higher volume discounts.
Required and appropriate information such as vendor name, address, total amount of purchase and Federal Tax ID is incorporated into the purchase order after the Purchasing Department has conducted appropriate procurement procedures.
The Purchasing Director will review, approve and sign all purchase orders. The purchase order represents a guarantee of payments for goods or services received and completed.
Vendors are prohibited from delivering goods and services without an approved and signed purchase order from the Purchasing Department.Overview of the Federal Procurement Process and Resources Congressional Research Service Summary In the basic federal procurement process, acquisition personnel, after determining their agency’s.
transaction purchase limit ($5,) can be charged directly to the One Card. The program also facilitates compliance to University and IRS procedures with regard to substantiation of business. Required and appropriate information such as vendor name, address, total amount of purchase and Federal Tax ID is incorporated into the purchase order after the Purchasing Department has conducted appropriate procurement procedures.
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Motor Vehicle Management Policy Overview Access the latest Motor Vehicle Management Advisory Bulletins. Motor vehicle management policy seeks to improve management and enhance the performance of the motor vehicle fleets operated by federal agencies.