SUNY Purchasing Policy

Purchases made utilizing State-appropriated funds, Income fund reimbursable accounts, and dormitory operating funds can be processed through submission of a requisition in the Jagger E-Procurement system. Procurement Services can process the requisition into a PO in Jagger, or make the decision to use a procurement card if necessary. 

Guidelines for Procurement Card Purchases

Procurement Services permits use of the Procurement card only when prior approval has been given by Procurement Services. Total amount of the order does not exceed the individual’s approved transaction limit. Items purchased are not restricted. Restricted items include, but are not limited to: meals, refreshments, alcohol; hazardous materials or payment to a New York state employee. 

Competitive Pricing

Procurement Services is required to publish notice for non-contract purchases and services in excess of $50,000 in the New York State Contract Reporter. Purchases and contracts less than $50,000.00 do not require competition; however, Procurement Services recommends the solicitation of price competition when possible.

• Purchases and contracts greater than $50,000 but less than $75,000 require three forms of competition, whether formal or informal.
• Purchases and contracts greater than $75,000 but less than $125,000 require a solicitation of a minimum of three informal bids or quotes.
• Purchases and contracts in excess of $125,000 require a solicitation of a minimum of five sealed bids or proposals. Sole source purchases in excess of $10,000 will require an explanation for the selection of a product and a detailed justification for the exclusion of other products. The justification should include unique features of an item, how the unique features are pertinent to your use and how reasonableness of price is determined.

All purchases and contracts over $75,000 must be submitted to the Attorney General and the Office of the State Comptroller for prior approval. Purchases and contracts on the OGS (state) contract over $200,000 are required to obtain prior approval by the Attorney General and Office of the State Comptroller.

All confirming orders must have an original invoice attached and state the nature of the emergency, which prompted the individual to purchase goods or services without the Procurement Services prior approval. These orders must be kept to a minimum. They are subject to review by the Procurement Services and to the possibility of not being honored. An emergency purchase must involve an accident or unforeseen occurrence requiring immediate action; it is unanticipated or fortuitous; it is a sudden or unexpected occasion for action and involves a pressing necessity. The conditions must be such that unless corrected without delay, death, injury or serious damage would result. Where such conditions exist, the waiver of competitive bidding requirements must be approved in writing by the campus President or appropriate designees to provide for adequate internal control.

Purchase requisitions must indicate detailed descriptions including model or catalog number, etc., when describing material or services to be provided, along with a quote from the vendor or a screenshot from the website. A link to an item will not be allowed, unless a quote is also provided. Requisitions which are not completed properly will be returned unapproved.