For Buyers

Cornell University's Board of Trustees delegates significant procurement authority for the acquisition of goods and services from external sources on the university's behalf. Authority for the purchase goods and services at the university is ultimately delegated to Procurement and Payment Services (Procurement). University Policy 3.25, Procurement of Goods and Services provides overarching guidelines for procurement and directs readers to the Buying Manual, which provides the procedures required to comply with the policy. 

The following information provides a brief introduction to the buying process at Cornell. Please direct questions about this information to Procurement Services.

Things to Consider before You Make a Purchase | Procurement Decision Steps | What is an I Want Doc? | Choosing a Supplier

Things to Consider before You Make a Purchase

1. Ensure that your intended purchase is an allowable business expense for which University funds may be expended. See University Policy 3.14, Business Expenses.
2. Do not sign any vendor or service provider’s contract. A contract should not be executed without an authorized procurement agent’s signature as per University Policy 4.2, Transaction Authority and Payment Approval.
3. Ensure that your intended purchase is allowed by the sponsor when using sponsored funds.
4. Use the Procurement Decision Steps below to determine the next steps you must take.
5. The university bid limit is $25,000. For purchases over $25,000, contact your center or Procurement for guidance.

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Procurement Decision Steps

1. Are you paying for business travel?
   1. Yes, see University Policy 3.2, Travel Expenses.
   2. No, go to question 2.
2. Are you buying from a vendor that is available through e-SHOP?
   1. Yes, then purchase through e-SHOP. Depending on your access, you may either assign or submit your cart. For more information, refer to the e-SHOP quick order guide (PDF) or e-SHOP reference guide (PDF).
   2. No, go to question 3.
   3. Not sure, contact your service center. If you don’t know what service center to contact, login to the Procurement Gateway and you service center will be identified right below your name.
3. Is your purchase eligible for payment by procurement card (pcard)? Check the list of transactions prohibited on pcard (PDF). If you don’t have a pcard, go to question 4.
   1. Yes, place the order and pay with your pcard if the amount does not exceed your pcard limit. For purchases above your transaction limit, complete an I Want Doc.
   2. No, go to question 4.
4. Is your purchase a service?
   1. Yes, do not sign a contract. Contact your center or Procurement for guidance.
   2. No, complete an I Want Doc.

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What is an I Want Doc?

The web-based I Want Doc form guides you through four steps to place an order. See the steps below. You fill in as much of the information as you can and click submit. The form is sent directly to your business service center for processing.

1. Define business purpose and requestor.
2. Describe what you want to buy (e.g., description, catalog number, quantity, price) and a billing account number or description (if you know it).
3. Provide vendor name and contact information, special instructions, other information (e.g., quote, specifications, etc.).
4. Submit the request.

A tutorial for the I Want doc is available in Workday Learning: KFSPUR 400IWANT – I Want Doc Tutorial

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Choosing a Supplier

If Procurement Services has negotiated an agreement with a supplier for the good or service that you are purchasing, then you should purchase from the preferred or contract supplier. For items that are not covered by preferred or contract supplier agreement and for purchases below the $25,000 bid limit, you are encouraged to shop for best value.

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