Purchase Requisitions

• Ensure the charged account has sufficient funds to cover the current purchase as well as subsequent years, if applicable, prior to submitting the requisition.

• Contracts and terms will not be reviewed without the completed requisition and appropriate signatures.
• Therefore, the original agreement or contract terms and conditions must be sent with the requisition to the Purchasing Office for review.

Learn More About Contracts

• For purchases of $2,500 and above, complete the vendor selection and price justification checklist. This must accompany the completed requisition.

Learn More About Vendor Selection and Price Justification

Additional signatures are required on purchases meeting the following thresholds:

Dollar Threshold	Minimum Approval Required
$0 – $5,000.00	Department Chair
$5,000.01 – $10,000	Department Chair, Dean
$10,000.01 – $49,999.99	Department Chair, Dean, Vice President
>$50,000	Department Chair, Dean, Vice President and Vice President for Administration and Finance.

A purchase requisition will not be processed without required approvals.

• Provide a detailed description of the purchase on the requisition. In the description field, be as specific as possible by including such information as:
  • model number,
  • color,
  • size,
  • packaging, etc.
• Freight or shipping charges should be included on the requisition, if included on the quote. Any freight or shipping charges over $100, require additional documentation for Accounts Payable.

Be Specific: Give as much detailed specifications as possible to describe the item or service including:

• type,
• model,
• catalog #, etc.

Do not reference “attached listing,” instead put details directly on this form. Specific information will assist other departments when checking in items or completing payment.

Quantity: Quantity must be equal to one or greater for formula to calculate total cost correctly.

Unit of Issue: Unit of issue is qualitative description of the unit purchased, such as cases or pallets.

Unit Price: Unit price is only on a per unit cost. This section should not be total cost. The formula of quantity multiplied by unit price will automatically calculate total cost in the next column.

Amount: Be sure that costs do not include sales tax. New York State is tax exempt and will not pay sales tax. If assistance is needed in providing tax exempt certificate to vendor, please visit Administration and Finance Website for more details.

Grand Total: This total should agree to total above and any corresponding documentation such as quotes/invoices provided.

The following are the steps to obtaining a SFS number:

1. Check in the Google drive folder spreadsheet to see if vendor is already listed and assigned a SFS number. If yes, use the number from this spreadsheet.
2. If vendor is not listed, request the vendor to fill out the Substitute W-9 form from the Administration and Finance website and send to the purchasing office (applicable to the U.S. vendors only).
3. Foreign vendors must obtain a tax payer identification number (TIN) from the IRS. Once a TIN is obtained, vendor is required to fill out a Foreign Vendor Registration and Certificate of Foreign Status of a Beneficial Owner (W-8BEN) and submit to the Purchasing Office. Purchasing will forward these forms to the Vendor Management Unit to approve and enter. 
4. Purchasing will enter the Substitute W-9 into the system and provide the department with a SFS number (Substitute W-9 is not required for foreign vendors). 
5. Enter number provided from purchasing on this line item.

Vendor Name/Address/Email: Vendor address should be the remit/bill to address that will be on the invoice.
Requisitioned By: Enter name of employee requesting purchase.
Date: Date the requisition was completed.
Signatures: Use the threshold below for obtaining appropriate signatures:

Dollar Threshold	Minimum Approval Required
$0 – $5,000.00	Department Chair
$5,000.01 – $10,000	Department Chair, Dean
$10,000.01 – $49,999.99	Department Chair, Dean, Vice President
>$50,000	Department Chair, Dean, Vice President and Vice President for Administration and Finance.

Shipping Attention to/Bldg/ Room/ Telephone Ext: Enter information for department recipient of purchases to be delivered.

All purchases valued at $2,500 and above must be supported by written documentation justifying the selection of the vendor and the reasonableness of the price. The Vendor Selection and Price Justification Checklist (below) should be used and accompany purchase requisitions or procurement card certifications valued at $2,500 or above.

Learn More About Vendor Selection and Price Justification

Is funding available?

Funding should be available to cover the purchase for the current fiscal year and subsequent years, if there is to be a multi-year contract.

Are all goods and services allowable expenses?

All goods or services identified on the purchase requisition are allowable expenses.

Common issues: No alcohol, tax, bottled water, gift cards may be charged.

Learn More About Allowable Expenditures

All goods and services are for legitimate business need in furtherance of the mission of the College.

Complete a VENDOR SELECTION AND PRICE JUSTIFICATION CHECKLIST

Is appropriate supporting documentation attached?

Appropriate supporting documentation may include quotes, terms and conditions, etc.

All goods and services over $2,500 include a vendor selection and price justification checklist.

Is the requisition signed by the necessary approvals?

The requisition should be signed by all necessary approvals as outlined below.

Dollar Threshold	Minimum Approval Required
$0 – $5,000.00	Department Chair
$5,000.01 – $10,000	Department Chair, Dean
$10,000.01 – $49,999.99	Department Chair, Dean, Vice President
>$50,000	Department Chair, Dean, Vice President and Vice President for Administration and Finance.

Ex. The purchase of a vehicle valued at $25,000 will require approval by the department chair or director, dean, and vice president. In the event that there is no dean, the respective vice president must sign in lieu of the dean.