Supply Management Services

The processes and procedures documented in this Buying Manual have been developed to achieve responsible stewardship of university funds, and are based on sound business practices, best value, accountability, and compliance with donor, sponsor, and regulatory requirements. 

We are committed to providing a high level of service, and to achieving best value for use of university funds.  We provide procurement tools and consult with end-users, units, and business service centers to help them succeed.  If we are involved early enough in a project, we can help you gain substantial savings.

This is a first draft of the Buying Manual.  It has been reviewed by key stakeholders.  At this time, we invite the campus community to provide feedback on the manual via the link below.

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The following documents are accessible by Cornell University staff members only.

Entire manual: Buying Manual

Introduction - Entire section

• Acronyms
• Definitions
• Contacts
• Introduction
• Getting Started

Table of Contents

General Information - Entire section

• 100 Authorized Business Expenses
• 101 Requirements for Vendor Selection and Order Creation
• 102 Legal and Ethical Conduct
• 103 University Purchases for Employees
• 104 Changes/Additions to Buying Manual
  

Table of Contents

Paying for Goods and Services that Do Not Require a Purchase Order - Entire section

• 200 Introduction to Non-Purchase Order Payment Methods
• 201 Eligible for Direct Payment, with Approval of Authorized Unit
  
• 202 e-SHOP
• 203 Procurement Card
• 204 Direct Payment by Check or Equivalent Electronic Method
• 205 Payment Options for Business Travel

Table of Contents

Procurement Card - Entire section

• 300 Introduction
• 301 Eligibility and Dollar Limits
• 302 Prohibited Transactions
• 303 Documentation Requirements
• 304 Special Topics
• 305 Procedures (application, dispute/fraud, lost/stolen, rejected, account changes)
• 306 Responsibilities

Table of Contents

The Purchase Order Process - Entire section

• 400 Introduction to the Purchase Order
• 401 Types of Purchase Orders
• 402 Bid Solicitation
• 403 Single Source/Sole Source Justification
• 403-A Checklist and Reasonableness of Price

Table of Contents

Additional Considerations - Entire section

• 404 Unauthorized Purchase
• 405 Cornell Terms and Conditions
• 405-A Terms and Conditions of Purchase Order
• 406 Insurance Requirements
• 407 End Users/Units/BSC Relations
• 408 Relationships with Vendors

Table of Contents

Supply Management Programs - Entire section

• 501 Preferred Supplier Agreements
• 502 Contracts
• 503 Types of Lease – Internal and External
• 504 Internal Borrowing Guidelines
• 505 Small and Small Disadvantage Business
• 506 Supplier Diversity
• 507 Environmentally Preferred Procurement
• 508 Professional Organizations
• 509 Surplus

Table of Contents

Purchases with Special Procedures - Entire section

• 601 Ethyl Alcohol
• 602 Entry Permits
• 603 Isotopes and Radioactive Materials
  
• 604 Laminar Flow and Fume Hoods
• 605 Narcotics
• 606 Needles and Syringes
• 607 Wildlife and Pest Control
• 608 Orders for Lab Animals
• 609 Respiratory and Hearing Protection
• 610 Poison Inhalation Hazards
• 611 Energy Procurement
• 612 Requisitioning of Signs
• 613 Recycling and Disposal of Equipment
• 614 Use of Cornell Name, Logo, and Insignia by Units
  

Table of Contents

Purchases with Special Procedures:  New York State Procurement

• 615 New York State Appropriated Orders

Table of Contents

Purchases with Special Procedures:  Paying for Services - Entire section

• 700 Paying for Services – Getting Started
• 701 Performing the Service Provider Evaluation
• 702 Responsibilities Related to the Payment of Services
  

Table of Contents

Requisitioning Procedures - Entire section

• 801 Requisition Preparation and Purchase Order Issue
• 802 Progress Payments/Item Receiving
• 803 Blanket Orders
• 804 Change Orders/Cancellations
• 805 Graphics Procurement

Table of Contents

Shipping and Receiving Procedures - Entire section

• 806 U.S. Customs Clearance/Duty Free Entry
• 807 Receiving and Inspecting Shipments/Freight Claims
• 808 Receipt Preparation for Standard Purchase Orders/Instructions for Receiving Report
• 809 Receipt Preparation for Blanket Orders
  
• 810 APPS Instructions for Receiving Report
  

Table of Contents

Invoice Processing Procedures - Entire section

• 811 Invoice Payment
• 812 Freight Bills
• 813 Capital Equipment

Table of Contents

System Instructions - Entire section

• 814 APPS
• 815 Payment Request System
• 816 e-SHOP

Table of Contents

Procedural Flowcharts - Entire section

• 901 Introduction to Charts
• 902 Overall Procurement Flow
• 903 Purchase Order Process
• 904 Sole Source Process – Greater than or Equal to $10,000
• 905 Bid Process – Greater than or Equal to $10,000
• 906 Graphics Purchase Order - Graphics PSAs
• 907 Standard Receiver
• 908 Procurement Card
• 909 e-SHOP
• 910 Payment Requisition Process
• 911 NYS Appropriated Funds

Table of Contents

Quick Reference and Forms - Entire section

• 1000 Commodities List
• 1001 Forms
• 403A/B Sole Source Justification
• 614 Logo Approval
• Independent Consultant Agreement
• Amendment to Independent Consulting Agreement
• Entertainment Contract
• Service Provider Evaluation Worksheet
• Service Provider Questionnaire
  
• 1002 Index

Table of Contents

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