Purchase Orders Required

New York State procurement regulations require that a State purchase order be issued prior to the delivery of goods or services (i.e., funds must be encumbered to cover a procurement before the liability is incurred).  In audits by SUNY Internal Audit and the Office of the State Comptroller, the College is cited when it does not adhere to these regulations and allows processing of confirming orders (i.e., requests to pay for goods or services without a pre-existing official purchase order). 

The Procurement Services Department may not process for payment any invoice for goods or services without an official purchase order already on file.  If the goods or services are delivered before the purchase order is issued, the employee who placed the order may be personally liable for the payment of the good and services.

Departments are advised to use the CitiBank Visa Procurement Card when possible to expedite orders under $2,500. Effective October 1, 2006, use of the P-Card became mandatory for all procurement transactions under $500.  Use of the P-Card eliminates the need for a purchase order and is a far more cost-effective and convenient method for making small dollar purchases.  If the supplier does not accept Visa and/or the procurement has a value over $500, you may contact the Procurement Services Department and request that your order be "walked through" the procurement process so that a purchase order may be issued without delay.