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Making Purchases: How to Buy


Learn how to purchase what you need to carry on the college's mission.

Overview


All purchases made using State funds are subject to the New York State Finance Law and rules and regulations promulgated by the Office of the State Comptroller (“OSC”). They are also subject to procedures developed by SUNY and/or the University.

OSC performs pre and post audits on various transactions processed by the State Funded Office of Purchasing and Contracts purchasing office. OSC has the authority to approve or deny payments and/or contracts.

Only the Director of Contracts & Purchasing Services is authorized to sign a purchase order to commit a financial obligation on behalf of the University.

THE PURCHASING OFFICE UTILIZES A PROCUREMENT CARD PROGRAM (“P-Card”) THAT FACILITATES THE NEEDS OF OUR END-USERS.

Getting Started

Purchase Orders vs. P-Cards


Overview

Competitive Purchases


The Purchasing Office has available a wide variety of primary and open market sources for competitive purchases.

Making a Competitive Purchase

Threshold for Open Market Sources


The total amount of the purchase represents the total financial obligation incurred by the College. In a multi-year contract, the obligation incurred over the entire contract term must be considered, rather than the annual amount alone.

Download the Purchasing Threshold Matrix

Purchasing Threshold Matrix

Advertising and Competitive Bidding


Download the Advertising and Competitive Bidding Matrix

Expenditure/Reimbursement Guidelines


The following guidelines are intended to assist College personnel with determining if an expenditure is allowable from state funds. State funds include state purpose allocation, DIFR, IFR, and SUTRA funds. These guidelines have been established based upon guidance from the Office of the State Comptroller and SUNY System Administration. To satisfy state audit requirements, staff may require written justification regarding how the item purchased or service rendered is program or mission related and/or beneficial to the college. 

Please address any questions regarding this document or items not addressed in this document to the Budget and Financial Reporting Office and/or the Purchasing Office. For questions regarding the use of SA funds, College Foundation funds, or Research Foundation funds, please contact the custodian of those funds. 

Guidelines

Additional Important Information


Learn more about other considerations and requirements concerning your purchase.

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