Purchasing Procedures

All purchases are to be made in accordance with generally established responsible purchasing practices to procure goods and services at the best price and value. This may include use of New York State contracts (see below), other established contracts, or by known responsible vendors.

Consult with the Purchasing Office (216), KPC@tompkinscortland.edu, or extension 4310, for assistance in determining if a desired item or service is available through New York State contract and/or for additional sourcing assistance. NYS/OGS Website is www.ogs.state.ny.us. If available through New York State Contract, proceed to the request purchase instructions below and include the state contract information. Consult the purchasing office for additional assistance with state contract purchasing. If the item or service is not available through New York State Contract, and over $1,000 , ($2,500 for public work), at least three quotes are required for purchases exceeding $20,000 ($35,000 for public work). Reasonable determination of the aggregate amount of commodity purchased at one time, or within a 12-month period, must be taken into account when determining quote or bid requirements. Purchases may not be split in order to avoid requirements. Follow the procedures below.

Purchases above $1000

If over $1000 ($2,500 for Public Work) and under $20,000, documentation of at least 3 quotes from responsible vendors must be included (attached) with the requisition. 

Purchases exceeding $20,000

In accordance with General Municipal Law, purchases exceeding $20,000 ($35,000 for Public Works) require a formal sealed bid process. This requires varying lead times depending on circumstances, complexity and nature of purchase, and must be coordinated with consideration to Board of Trustees approval requirements. Purchasing Office will assist with this process.

Exceptions to quote or bid requirements, such as Professional Services or Sole Source Justification, must be submitted in writing for approval by the Budget and Finance/Purchasing Office.

Request a Purchase

To request a purchase, complete a purchase requisition form. Through the College's website, go to myTC3, from the left column select 'Department and Team Sites', select Budget and Finance, then Purchase Requisition. The form should include vendor, purchase description, department and object codes, and must have the requester's signature and budget/department manager's signature.  Purchases over $1,000 require approval and signature from the Provost, VP, CIO, CDO, SGO, or President.  Computer and technology related requisitions should be processed through Campus Technology.

Submit paperwork (requisition with documentation/quotes attached) to the Purchasing Office for processing and for the order to be placed.  Please account for lead-time required to process the requisition. The standard lead-time required between requisition below the formal bid threshold, and purchase order is one -  two weeks.  Once a purchase order is generated, a copy will be sent to the requestor for their records, and for the requestor to reference (the purchase order number) when authorizing payment of the invoice. 

Invoice Payment/Authorization: When an invoice is received against an open purchase order, the requester/budget manager must promptly complete a blue payment voucher (available from the Budget and Finance office), reference the PO #, and return all to Accounts Payable for processing.  If a purchase requisition/check request form has not been submitted and purchase order has not been issued prior to receipt of an invoice, the form is required at the time of submission of invoice or pre-payment request.

Please contact the Purchasing Office for assistance, or with any questions – KPC@tompkinscortland.edu or Ext. 4310.

Additional Information

For more detailed information and policies, consult the TC3 website - Through the College's website, go to myTC3, from the left column select 'Department and Team Sites', select 'Forms Faculty and Staff, select Administrative Manual, then go to the Purchasing Section. More detailed information and policies are available in the Purchasing section Administrative Manual.