Procurement Procedure No. P-070 - General Processing Procedures

PURPOSE

The purpose of this procedure is to define general procedures that should be followed in processing all procurements.

SCOPE

This procedure applies to all purchasing personnel involved in the procurement of materials, supplies, equipment, and services.

PROCEDURE

In general, all requisitions should be reviewed for the following upon receipt.

1.  Is description complete? Does description include catalog or model numbers? Are we sure of departmental requirements based on description?

2.  Does the requisition have the proper signature?

3.  Is the item(s) available from a NYS Preferred Source, on state contract(s) or University generated contracts(s)?

4.  Is it a service item? If so, is it currently on contract or should a contract be written for it?

5.  Can the item be purchased from a minority or women-owned business?

6.  Have you verified pricing?

7.  Is the price reasonable?

8.  Is the requisition filled out completely per the technical procedures for processing a requisition?

9.  Any correspondence, conversations or understandings of any kind relevant to the requisition should be attached or in writing on the back of the requisition.

10. Can the order be consolidated with another similar order?

11. Any substitutions of goods or equipment must be confirmed by the requisitioning department.