Basic Purchasing Procedures

To delineate appropriate steps required for the acquisition of goods and services, including requisition preparation, funds approval, issuance of purchase orders, payments to suppliers, and follow-up inquiries.

All general policies related to procurement at Baruch College are consistent with official policies mandated by the Board of Trustees of the City University of New York and are also in compliance with official policies mandated by the State of New York Comptroller’s Office. For assistance with online access contact the Director of Purchasing at Diane.Oquendo@baruch.cuny.edu or by phone: 646-660-6154.

1. Deans, Department Chairs, Directors, and Managers are responsible for prudently requesting those supplies, services or equipment needed for effective operation.
2. The procurement process must begin by completing the College’s official purchase requisition:
   • A requisition must be entered online by an individual with the “Creator Role” through the Colleges Electronic Purchasing System (CUNYBuy) for each procurement to be paid from tax-levy, or non-tax levy funds.
   • A manual (paper) requisition must be filled out for all procurements to be paid from BCF (private) funds. Each purchase requisition is to be limited to those commodities which are similar in nature, and which are presumably available from one vendor.
3. A purchase order must be completed in advance of all commitments of expenditures.
4. Determination of funds available from the Budget Office must precede any initiation of a purchase requisition.
5. Deans, Department chairs, Directors, and Managers have no authorization to procure goods and services or enter into contractual relationships with any vendor. Vendors who contact employees of the College directly should be advised that all purchases chargeable to the College must be authorized by an official purchase order, signed by the Director of Purchasing or their designee.

1. Computer hardware and software procurement require specification approval by the Baruch College Technology Center (BCTC), which should be involved in the preparation of technology-related acquisitions at the earliest possible stages of specification determination. No requisitions for computer-related hardware or software will be acted upon by the Purchasing Department until approved by the BCTC.
2. Furniture acquisition requires review and approval of the Department of Campus Facilities, which should be consulted before requisitions for furniture are prepared. No requisitions for furnishings will be processed by the Purchasing Department without the approval of Campus Facilities.
3. Capital Improvements and any acquisitions involving renovation, repairs to facilities, interior or exterior improvements to facilities require an initial consultation with Campus Facilities, which must approve any requisitions related to such improvements.
4. Emergency Purchases require a declaration of emergency initiated by the Vice President for Administration and Facilities. State and University-wide policy recognize states of emergency in only the rarest of circumstances, and declarations of emergency usually require the Vice President’s consultation with the University’s Office of Legal Affairs.