Purchasing Manual

Policies and Procedures

The following policies and procedures apply to all employees involved in the procurement of materials, supplies, and services.

Who Has Authority to Purchase?

Who Has Authority to Purchase?

101

Authorized Signatures

Requisition Processing

Requisition Processing

102

Required Documentation for Requisitions

103

Explanation of Requisition Details

104

Abbreviations

105

Requisitions Needing Prior Review

106

Sole Source Requests

107

Splitting Research, University Advancement & State Funds

108

Quotes and Non-contract Orders

109

Printing Orders

111

Memberships and Subscriptions in Professional Organizations

112

Conference Registration

113

Insufficient Funds

114

Emergency Purchases

115

Copy Centers

116

Business Cards/Envelopes/Letterhead

118

Computers, Hardware, Software, and Copiers

119

Assembly and Installation of furniture and equipment

120 Bus Rental Standard Operating Procedure  

Obtaining Materials & Services

Obtaining Materials & Services

201

Picking-Up Orders

202

Campus Storehouse Purchases

Receipt of Goods

Receipt of Goods

203

Reporting Damages, Shortages & Return Authorizations

204

Interest Accrual

Purchase Orders

Purchase Orders

205

Change Notices

206

Property Control/Inventory Tags

Vendors

Vendors

302

Certified New York State Minority/Women-Owned Business Enterprise(M/WBE)

303

Mail Order Catalogs

304

State Employee Owned Companies

Preferred Sources

Preferred Sources

401

Vendor Selection

402

NYS Industries for the Disabled (NYSID)

403

NYS Preferred Source Program For People Who Are Blind (NYSPSP)

404

NYS Department of Corrections (Corcraft)

NYS Commodities

NYS Commodities

501

"P" Contracts

502

Sample Listing

601

Material Safety Data Sheet

602

Recruitment Advertising

Trademarks and Licensing Program

Trademarks and Licensing Program

603

Guidelines

604

Frequently Asked Questions

Procurement Card

Procurement Card

605

Guidelines

Purchasing Office

404 Maytum Hall
State University of New York at Fredonia
Fredonia, NY 14063
(716) 673-3438
(716) 673-3433 fax