For Buyers

The user submits the contract with the I Want Doc. The BSC completes the KFS Requisition (REQS) and checks the Restricted box on the line item to ensure that KFS routes the order to Procurement and Payment Services for review, regardless of dollar amount.

If the user emails the contract to Procurement and Payment Services before the REQS is submitted, the BSC should be copied on the email. A final copy of the contract should be attached to the KFS REQS.

A procurement agent must review and sign the following Cornell agreements:

• Independent Contractor/Consultant Agreement or Amendment
• Professional Services Agreement or Amendment
• IT Professional Services Agreement or Amendment
• Facility Addendum

A procurement agent must review and sign vendor contracts related to a purchase order.

A procurement agent’s signature is not required for the following:

Per University Policy 4.2, Transaction Authority and Payment Approval, a contract must not be executed without an authorized procurement agent’s signature. Procurement and Payment Services will send the executed contract to the vendor. Procurement and Payment Services has delegated to the financial transaction and business service center directors signature authority for caterers, performers and services provider contracts under $25,000 only.

When searching for a non-Cornell individual, select the Payment Reason Code, and then enter the individual’s name – last name, first name with a space between the comma and the first name – in the Vendor Name field. If the vendor is not in the database, you must submit a request to add the vendor to the database as a new vendor.

For Payment Reason Codes J, M, F, B, X, P, and Z, follow these steps:

You can facilitate the process by having the foreign payee submit a completed IRS W-8 form to confirm that the vendor is foreign. If the payee does not complete the IRS W-8 form, you must provide the foreign address, and include any documentation showing the foreign payee's name and address. All foreign vendor requests are routed to DFA’s Tax Office after the Disbursement Voucher has been approved by the fiscal officer. Refer to Buying Manual section 205, Vendor Setup.

The most time consuming part of the purchase order process is the new vendor setup. You can facilitate the process by making sure you provide the e-mail address for the supplier when you submit an I Want Doc or a Requisition (REQS) e-doc. This makes it much easier for Procurement and Payment Services to contact the supplier quickly to begin the supplier registration process.

Check with your department administrator or BSC. They can check the line item in the PO and tell you if that item has been received.

You can check the status of a Requistion (REQS) or Purchase Order (PO) using either the Procurement Gateway or KFS.

Depending on the nature of the requisition and the dollar amount of the order, as well as whether the requisition has all of the necessary information, most standard orders can be processed within 24 hours of submission. There may be a delay when a supplier is not in the KFS vendor database, or when insurance, attachments, bid requirements, and single/sole source justification or other/additional approvals are needed. If you have questions, please contact Procurement Services at (607) 255-3804.