To ensure that your requisitions are processed as quickly as possible, we ask that your department be guided by the following practices:
- Every requisition should include a purchasing justification that outlines the purpose for acquiring the goods/services, including whether the purchase is associated with a larger project or initiative, where the goods will be delivered to or installed (as applicable), and delivery requirements. Delivery requirements should be based on when the item(s) are needed, so that our office can prioritize accordingly and so that the College can hold the vendor to a specific delivery date, if needed.
- Quotes must have all anticipated costs listed, including shipping and any incidental costs. If a vendor is unsure of the exact shipping cost, it can include an estimate, which the department must then validate with a receipt from the vendor’s carrier and the Procurement Office can liquidate the balance once the PO has been fully received.
- If your requisition is for a single/sole source, please complete the Single/Sole Source Form on the landing page of CUNYBuy, before creating a cart/requisition. The Procurement Office can send a Word version of the form if this is omitted, but it will add to processing time.
- If your requisition is for a software purchase, please complete the Software Form on the landing page of CUNYBuy, before creating a cart/requisition. If you attempt to select the software category code without completing this form, the requisition will auto-reject.
- The Central Office has advised all campuses that requisitions must be entered with accurate category codes. Please review the available category codes closely before submitting the requisition. If an inaccurate category code has been selected, the requisition will need to be returned for updating before the Procurement Office can approve the Purchase Order. The Procurement Office can assist if you are unsure of the appropriate category code for a purchase.
Please continue to use the comments section in CUNYBuy to communicate with the Purchasing Department on your requisitions. The Purchasing team can also be contacted at Purchasing@csi.cuny.edu.
By Carlos A. Serrano
