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Purchase Requisition & Purchase Order Policy

Effective December 26th, 2014, OMB Circulars A-21, A-110 and A-133 will be replaced by regulations under the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (also known as the Uniform Guidance). Please refer to the University’s Uniform Guidance website http://spa.columbia.edu/uniform-guidance for further details that may supersede information outlined in this policy. Please be advised that Procurement regulations under Uniform Guidance will become effective July 1, 2016 and should revised policies be required, they will be posted once available.

 

Effective Date: July 9, 2012

Revised Date: May 29, 2015 

Policy Statement

The following provides policy guidance to faculty, staff, students and others with respect to the use of a Purchase Requisition to establish the request for goods and services for use by a  school or department of the University. The Purchase Requisition will then be converted to a Purchase Order after receiving the required approvals.

Reason for the Policy

The policy ensures that those responsible for issuing requests for goods and services through the University financial system (ARC) understand the requirements and process for these requests.  The policy is designed to maximize the efficiency and convenience of the purchasing process, consistent with good business practices and in full compliance with all applicable federal regulations. 

Primary Guidance to Which This Policy
Responds

This policy responds to all applicable Federal procurement laws and regulations, including but not limited to OMB Circular A-110 (see Appendix 2) and the Federal Acquisition Regulation (FAR) (see Appendix 1). 

Responsible University Office & Officer

Responsible University Office:  Purchasing

Responsible University Officer:  Vice President for Procurement Services

Who Is Governed By This Policy

This policy applies to everyone working at the University, or working on behalf of the University, who issues requests for goods and/or services through ARC. 

Who Should Know This Policy

All University employees or others responsible for any aspect of purchasing goods and services on behalf of the University should be familiar with and guided by this policy. 

Exclusions & Special Considerations

Facilities specific engagements (Morningside and CUMC) that utilize Task Order or Term Agreement suppliers up to $5,000 do not require the issuance of a Purchase Order.

To see the full text of the policy, please see the link on the right.