College Guidelines for Purchase Order Submission

OFFICE OF THE DEAN

One Bernard Baruch Way,

Box D-901,

New York, NY 10010-5585

Phone: 646-660-6700

Fax: 646-660-6701

College Guidelines for Purchase Order Submission

Purchase Order Form must be submitted for approval at least fifteen (15) business days in advance of the event or the purchase date.

SPA is not responsible for processing any payments for orders without an assigned PO number.

Submitting a Purchase Requisition and Supporting Documentation

• The Purchase Order Form must be submitted along with the official quote from the vendor, event flyer & RSVP list (if applicable), to
• For the items under $5,000, purchased through the tax-levy funds, the State of New York requires three quotes from different vendors.
• For the items over $5,000, purchased through the tax-levy funds, the State of New York requires five quotes from different vendors.

What to Expect After Submission

• You will receive an email from the Purchase Orders designated email regarding approval/denial of the purchasing request.
• Depending on the source of funds used, it can take 4-6 weeks to receive the PO number.

The orders cannot be placed without an assigned PO number.

• Once the PO has been issued to the vendor, the item will be delivered to the Baruch College Receiving & Stores and then delivered to your department.
• Once received, it is required to submit the original signed invoice, packing slip and the item sample (if applicable) to process vendor payment.

Important Information

• Purchasing Department is the only entity authorized by the State of New York to place orders.
• Once the PO number has been issued, making changes to the purchase order will cause delays of approximately 4 weeks or complete cancellation of the order.
• If the order has been placed before the PO number was assigned, it falls into the category of Confirmatory Order. A detailed memo, addressed to the Baruch College Purchasing Department, is required to justify the order. The following are the required guidelines for the memo:
• State clearly the specific elements that differentiate the selected vendor/product in a way that no other vendor/product can provide;
• Identify the other vendors/products considered;
• Describe (if single source procurement) how the vendor was selected from the pool of vendors who also provide the same product/service;
• State specific reasons for selecting this vendor instead of the others -- describe how the product/service uniquely meets the College’s needs and how selecting this vendor is in the best interests of the College; and
• Describe the basis upon which the College determined that the vendor’s price is reasonable (as required for all purchases).

If you have questions, pleaseemail or contact Leticia Nuñezat 646.660.6767