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In this section

  • Products and Services Information
    • Audiovisual Equipment Purchases
    • Auto Parts
    • Car Rentals
    • Captioning Services
    • Catering and Event Space Rental
      • Caterer and Restaurant List
      • Resources
    • Cell Phones
    • Charter Bus and Limousine Rentals
    • Chemicals, Compounds, and Related Supplies
    • Computer Hardware Purchases
      • Desktops and Laptops
      • Networking Equipment, Servers, and Workstations
      • Peripherals, Misc.
    • Copier Equipment and Maintenance Purchases
    • Custom Broker Services
    • Electronic Components and Semi-Conductors
    • Express Mail and Package Delivery Service
    • Flooring
    • Furniture, Furnishings, and Furniture Repair
    • Gases
    • Graphics and Printing Orders
    • Graphic Design Services
    • High Vacuum Equipment and Supplies
    • Lab and Scientific Equipment and Supplies
    • Laboratory Coats
    • Maintenance, Repairs, and Operations (MRO)
    • Medical and Pharmaceutical Equipment and Supplies
    • Moving and Storage
    • Office Supplies
    • Photography Services
    • Promotional Items and Apparel
    • Software and Cloud Services
    • Temporary and Contract Staff
    • Tent and Event Supplies
    • Videography Services
    • Web Design Services
    • Writing, Editing and Indexing Services
  • Credit Card Programs
    • Procurement Card
      • Applying
      • Submitting Documentation
      • Pcard FAQ
      • Prohibited Transactions
      • Responsibilities Summary
      • Coordinator Information
      • Forms
  • Buying Manual
    • Table of Contents (PDF)
    • Introduction
    • General Information
    • 200-205: Non-Purchase Order Purchases
    • 300-353: Credit Card Programs
    • 400-409: Purchase Order Process
    • 601-630: Purchases with Special Procedures
    • 700-702: Paying for Services
    • 802-803: Shipping and Receiving
    • 804-806: Invoice Processing
    • 900-904: Quick Reference and Forms
  • Buying FAQ
  • Tariffs
  • Employee Personal Discounts
  • Suppliers and Caterers with Insurance
  • UNSPSC Classifications
  • Using Sponsored and Federal Funds
  • Payee and Vendor Registration and Setup

Buying FAQ

Bidding, Contracts, Insurance, Requisitions, and Purchase Orders

What is considered catering and what is required when I order food for meetings?

A caterer is a service provider who performs food preparation, event setup, delivers food, serves food or beverages, or cleans up food on Cornell-controlled property, including facilities owned by Cornell and facilities that may be rented or leased and only under Cornell’s control for the period of the event.

Catering should not be confused with simple delivery, when no service is performed on-site, i.e., pizza delivery.

Catering services require the issuance of a purchase order and proof of insurance, see Paying for Services section of the Buying Manual for further details. For a list of service providers who have insurance, see the Suppliers and Caterers with Insurance page.

For hotels, why do some purchase order get returned for the wrong vendor?

It is important to select the correct vendor number. Many hotels are owned by parent companies, and the parent company is selected in error. To make sure you select the appropriate vendor, make sure that the vendor name matches the location of the hotel.

For example, to select the Wardman Park Marriott use vendor 15650-1.

Why do we need a price certification?

A price certification is needed when:

  • An order is over the $25,000 bid limit, and
  • A single/sole source justification has been submitted, and 
  • The supplier is not a preferred or contract supplier.

In compliance with policy, Procurement and Payment Services must verify that the purchase is, in fact, a sole source and that the pricing is reasonable and justified by the vendor (e.g., discount, NYS contract price, and so forth). Procurement and Payment Services’ role is to make sure that the university is paying the best price for goods or services.

Please refer to section 402, Bid Solicitation and Exemptions (sole source) of the Buying Manual.

What are the bidding thresholds and requirements?
  • $25,000 or less: Competitive bids are not required
  • $25,000 - $50,000: Procurement and Payment Services will solicit formal quotations from a minimum of three responsible suppliers
  • $50,000 or more: Procurement and Payment Services will solicit formal quotations from a minimum of five responsible suppliers

For more information, see University Policy 3.25, Procurement of Goods and Services or the Purchase Order Process section of the Buying Manual.

Why do you have to put my purchase order request out to bid?

In accordance with university policy, we are required to bid any goods or services that have a total cost of more than $25,000 and when the purchase is not a single/sole-source situation. Please refer to Buying Manual section 402, Bid Solicitation and Exemptions (sole source).

How do I request a bid?

If you are considering soliciting bids for your purchase, we recommend that you consult with a purchasing agent. Bids are not required for purchases under $25,000. Procurement and Payment Services will solicit formal, written bids for purchases over $25,000. If using a preferred supplier, bidding may not be required. Please complete the Request for Competitive Bid Form, and submit it to procurement@cornell.edu.

Who is authorized to sign contracts?

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. Refer to Buying Manual section 502, Contracts.

When is a single/sole source justification required?

According to University Policy 3.25, Procurement of Goods and Services and the Purchase Order Process section of the Buying Manual, single/sole-source justification is required for all purchases over $25,000 for all funds where competition may be restricted due to technical specifications, proprietary information, method of distribution, upgrades of existing equipment, etc.

When is a signature from a procurement agent required?

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:

  • Service agreements with preferred suppliers
  • Written quotation provided by vendor that does not require a signature
  • One page Cornell contract for caterer, performers, or small service providers
  • Confirmation of hotel guest rooms only

See Buying Manual section 502, Contracts.

If my PO is under $25,000 but has attachments that must go to the vendor or require a signature, can I process the order as an automatic purchase order (APO)? If so, what should I do with the attachments?

No, you cannot process the order as an APO. 

Signature Required? Check the restricted box on the line item if any of the documents must be signed. In the Notes and Attachments tab of the I Want Doc or KFS Requisition, attach the documents (e.g., agreements, contracts, quotes, etc.), and enter a note indicating that the document needs to be signed. Procurement will review the attachments, sign the required document, and send the document with the purchase order to the vendor.

Attachments for vendor? If the attachments do not require review or signature by a procurement agent, you do not need to check the restricted box. To send a document to the vendor, you can attach the document to the I Want Doc with a note to send to vendor or to the KFS requisition and select Yes in the Send to Vendor column for each attachment. The document will be sent to the vendor when the purchase order is released. Once you process an APO, you are the agent for the purchase, and all attachments are your responsibility. If you have any questions, please contact Procurement and Payment Services at (607) 255-3804.

 

How is a contract routed to Procurement and Payment Services for review?

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.

When is insurance needed, and how much is required for a supplier doing business on campus?

Cornell requires that suppliers submit evidence of adequate insurance coverage before performing work or services on campus. For more information, see the Insurance Requirements section of the Buying Manual.

Why do we need insurance?

Cornell University requires that vendors who perform a service that may result in liability to the university meet certain minimum levels of insurance coverage. Vendors must submit evidence of adequate insurance coverage before performing work or services for the university. If you are unsure whether the intended service provider must provide proof of insurance, contact the Risk Management and Insurance.

A service is defined as an activity in which labor is the major factor and not merely incidental to the production, acquisition, and/or delivery of a good. Examples of services include hay delivery, catering, equipment repair, and web site design. For more information, please refer to section 405, Insurance Requirements of the Buying Manual.

What are the requirements when ordering novelty items with university marks (i.e., name, logo, artwork or text owned by Cornell)?

Written permission must be obtained from the Cornell Brand Communications for the use of any Cornell-affiliated artwork or text. Departments are responsible for applying to use names, logos, artwork, or text owned by Cornell. For more information and an application, please visit the Cornell Brand Communciations website or refer to Buying Manual section 612, Use of Cornell Logo, Name and Insignia.

Where can I find procurement policies and procedures?

See University Policy 3.25, Procurement of Goods and Services or the Buying Manual.

For Departments, Administrators, and FTCs/BSCs

Whom do I contact to get KFS training?

To sign up for KFS training, please visit the Training library.

Whom do I contact to get help entering a requisition in KFS?

For help with Purchasing module e-docs, including Requisitions, Purchase Orders, etc., call us at (607) 255-3804.

How long will it take for my requisition to be converted to a purchase order (PO)?

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.

How do I check on the status of a Requisition or PO?

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

From the Procurement Gateway

Go to the Procurement Gateway and login with your Cornell NetID and password, if necessary. The status of your orders is available on the home page under My Orders.

From KFS

Go to KFS and login with your Cornell NetID and password, if necessary. From the KFS Main Menu tab, under Custom Document Searches, select either Purchase Orders or Requisitions. Enter the appropriate information in the search field and click the search button. Select the appropriate PO or REQS from the search results.

The status is identified at the top and bottom of the e-doc, and more detailed information is available in the Notes and Attachement tab.

Top of the document:

Notes and Attachments tab:

How do I determine if a receiver has been entered for my PO?

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.

What is the best way to ensure that the PO gets handled quickly?

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.

How can I facilitate a quick Foreign Disbursement Voucher (DV) vendor setup?

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.

Who are the preferred suppliers, and where can I find out more about them?

Preferred suppliers have participated in a negotiation process to implement a university-wide agreement, endorsed by Cornell Procurement and Payment Services to provide products, services, delivery, and customer service with the "best overall value" to Cornell. To learn more about the preferred and contract suppliers, please review the supplier table on our website.

How do I pull a faculty, staff member, or student into the DV e-doc?

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

  1. Click magnifying glass icon () in the Payee ID field to search for a payee.
  2. Select the Payment Reason Code.
  3. Enter the first name in the Person First Name field and the last name in the Person Last Name field.
  4. Click search.

Note: The Kuali Identity Management (KIM) system is not functioning as detailed in the DV Standard Operating Procedure. Therefore, the faculty, staff member, or student may have to be added to the vendor database; otherwise, KFS might not return an "Inactive Payee ID" to the DV initiator, and the initiator will not be able to pull in the faculty, staff member, or student on the DV.

Try to pull the faculty, staff member, or student into the DV through the KIM system, and then use the Vendor Search feature to see if they have already been set up as a KFS vendor.

What is "e-SHOP," and how can I find out more about it?

To learn more about e-SHOP, please visit our e-SHOP pages, and review our e-SHOP FAQ.

How do I pull a non-Cornell individual into the DV e-doc?

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.

How can I learn more about our procurement card (pcard) program?

To learn more about the pcard program, please visit our Credit Card Programs pages.

What does “KFS" stand for?

"KFS" is the acronym for "Kuali Financial System."

Procurement Services

377 Pine Tree Road, East Hill Plaza
Ithaca, NY 14850

Email: procurement@cornell.edu
Main: (607) 255-3804
Hours: 8:00 a.m. - 4:30 p.m., Monday – Friday

 

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