Johnson School Administrative Service Center: Purchasing: Requisitions, Purchase/Blanket Orders and Vendor Invoices

Administrative Service Center
235 Sage Hall
Phone : 607- 255-7541
Fax : 607-255-2823

Purchasing: Requisitions, Purchase/Blanket Orders and Vendor Invoices

Overview
There are various methods by which departments and individuals will need to arrange for purchases, and subsequent payment to vendors. These include:

Procurement Cards

Departments/Individuals may directly pay charges under $500 by Procurement Card

Purchase Orders
Purchase Orders are set up for any contracted goods or services, and for any charge over $5,000. There are 3 types of Purchase Orders:

Standard

Blanket - set up for vendors with whom you have a regular, repeating business relationship

Graphics - specialized request for Graphics projects

Requirements for requisition of a purchase order (see below)

Direct Payment to Vendors:
For one-time charges over $500 but under $5,000, Departments/Individuals may request payment to be made by the ASC using the Direct Payment to Vendors form.

Direct Billing to the Johnson School:
Some vendors have agreed to directly bill the Johnson School for goods and services (i.e. many local restaurants and caterers). Again, Departments/Individuals may directly pay charges under $500 by Procurement Card. If this billing will be over $500, the Department/Individual should the ASC with the necessary information to process payment including original, itemized receipts or packing slips and the completed Direct Payment to Vendors form.

Department/Individual Responsibility to Request a Purchase or Blanket Order:

1. Purchaser makes a request to purchase through Cornell Purchasing WebForms.

The following information is required (i.e. vendor information (if known), catalogue numbers, brief description of what you are ordering, dollar amount, shipping address, account information, business purpose).

When completing WebForms please select Janet Matthews (jmm30) as the 'Approvers email' and one (1) of the Transaction specialists, Lorie Gordinier (jg36), Cheryl Kot (ck44), Irina Schmidt (is40), or Dawn Keefer (dek65) as the 'Department Admin email.' Doing so will automatically route the request to the ASC.

Standard Web Form
Blanket Web Form
Graphics Request Web Form

2. Purchaser submits the Purchase Order Request Form to ASC electronically. Once you electronically submit your completed form, your request will go to the next step in the approval process, and a transaction specialist will enter the requisitions into the APPS (Automated Procurement and Payment System).

3. Purchaser notifies Administrative Service Center when the goods or services have been received. (Sending the packing slip or an e-mail to the ASC for documentation.)

ASC Responsibilities and Process:

Assist in determining and executing the most efficient way to purchase goods and services while meeting Cornell policies and audit standards.

Handle the creation, renewal, revision, and payment of standard and blanket orders.

Work with the department to complete all necessary forms, such as request for proposal and sole justification.

Ensure that all required paperwork is sent to Purchasing for processing.

E-mail status of purchase order (including PO number) to Purchaser.

Follow through with Purchasing on status of order – based on receipt of information from Purchaser.

Forms:
Johnson School Direct Payment to Vendors (PDF)
Cornell University Purchasing Forms
Cornell University Purchasing Web Forms

Helpful Links:
University Purchasing Department