Purchase Orders

Goods and Services

Certain goods and services require a Purchase Order (PO). To begin this process, submit a requisition, which is a formal request for a PO, to the Purchasing Team. If you have any questions, please contact the Purchasing Team at [email protected].

  • Goods or services that require a PO cannot be ordered or billed, and work cannot begin until the requisition is approved by Central Purchasing and a PO has been issued.
  • Central Purchasing may reject PO requests for work already completed.
  • Purchase Orders of $10,000 or more require a minimum of one competitive bid.
  • Consultants must include travel expenses on the invoice as part of their service, as it is work-related and therefore taxable.
  • Ensure the vendor is properly onboarded in PaymentWorks with a PO-eligible vendor profile and is opted to accept Purchase Orders before submitting a request.

Request a Purchase Order

Send an email to [email protected] to confirm what documents you will need to submit in support of your PO request:

Request a PO

Submit a request to [email protected] with the subject line: 
Purchase Order - [Vendor Name] 

Ensure that all required information and documents are included. The business office will reach out if any questions arise during the process.

Required Information:

  1. Department Name
  2. Vendor Name
  3. Vendor Email
  4. SpeedChart and SpeedChart Description


Required Attachments:

  1. Scope of Work

Refer to the list of documents below for any additional applicable attachments

If the services require a contract, please provide answers to the following questions:

  1. Will any service be performed on Columbia premises? [Y/N]
  2. Does this contract include cloud services or vendor access to CU systems? [Y/N] If Yes, has it been approved by CUIT data security?
  3. Will this supplier process credit card payments on behalf of Columbia? [Y/N]
  4. Will the supplier collect or receive personal data from CU or from users under this agreement? [Y/N]
  5. Does Supplier require that we sign their Data Privacy Agreement (DPA)? [Y/N]
  6. Is this contract of a sensitive nature requiring discretion where limited/controlled access is required? [Y/N]
  7. Did you provide all required supporting documents and agreements for this request? [Y/N]

List of Documents

Submit as applicable with your initial PO request:

Quote(s) / Competitive Bid(s)

  • $0 and up (UwPA only): One (1) written quote/proposal from a supplier
  • $0–$15,000 (non-UwPA): One (1) written quote/proposal from a supplier
  • $15,001–$350,000 (non-UwPA): Two (2) or more written quotes/proposals from suppliers
  • $350,001 and up (non-UwPA): Three (3) or more written quotes/proposals from suppliers
     

Client List

  • If the vendor cannot provide a list of clients, an email explanation must be submitted

Resume / Company Brochure

Scope of Work (SOW)

Certificate of Insurance (COI) 

NYS Liquor Permit (if applicable)

Service Provider Agreement (if applicable)

Independent Contractor Certification (ICC)

  • Required each time the contractor is engaged
  • Certificate Holder: “The Trustees of Columbia University in the City of New York”
  • Description of Operations: “The Trustees of Columbia University in the City of New York, its trustees, officers, agents and employees as additional insured.”

Goods & Services Requiring a PO

The following purchases requires a Purchase Order prior to commencing work and before invoices can be submitted to the Business Office for payment processing. The only exception applies to purchases under $2,500, which may be paid using a department P-Card without a PO, provided the vendor is listed as an approved promotional vendor. View the list of approved promotional vendors: Promotional Vendors

  • Promotional Purchases 

The following services requires the issuance of a Purchase Order prior to commencing work, when the amount of the purchase is $10,000 or more:

  • Advertising
  • Printing
  • Subscriptions
  • Rental Services

The following services requires the issuance of a Purchase Order prior to commencing work:

  • Accountant (Accounts Receivable, Auditing, and Bookkeeping)
  • Advertising and Marketing
  • Ancillary Professionals
  • Answering Services
  • Appraisal Services (Real Estate)
  • Architect Design (Engineering and Structural)
  • Building Inspection Service (Expediter)
  • Construction (Project Management)
  • Engineer (Licensed All Types)
  • Curriculum Developer (Director)
  • Database Analysis and Management
  • Executive Search Firm Recruiter (Contingent)
  • Executive Search Firm Recruiter (Retained)
  • General Research
  • Grant Evaluator Writer
  • Graphic Designer
  • Institutional Agreement (Peer-to-Peer)
  • Interpreter
  • IT Network Administration
  • IT Network Development
  • Lobbyist
  • Management Business Consultant
  • Marketing (Promotional Firm)
  • Seminar Facilitators (Leaders, Presenters, and Speakers)
  • Software Development (Code Writing, Database Design, and Licensing)
  • Software Maintenance and Support
  • Training Executive Coaching
  • Transcriber
  • Audio/Video Editors (Production)
  • Web Administrator (Hosting)
  • Web Designer

Request a CU Event Contract

On-Site Catered Events

Please ensure the vendor is onboarded in PaymentWorks and eligible to receive payment from Columbia University. For more information, see the Vendor Engagement Process.

Catered events held on-site may require a contract. If the vendor provides a contract requiring a Columbia signature, follow the steps below to request a CU event contract. A Purchase Order (PO) is not required for these transactions.

If the vendor does not require a contract, you may submit the invoice for payment. Be sure to include the Certificate of Insurance (COI) and NYS Liquor Permit, if applicable, with the Payment Request. For details, please refer to the Request for Invoice Payment guidelines.

Request a CU Event Contract

Submit a request to [email protected] with the subject line: 
CU Event Contract Request - [Vendor Name] [Event Date]

Ensure that all required information and documents are included. The business office will reach out if any questions arise during the process.

Required Information:

  1. Vendor Name
  2. Vendor Email
  3. Date of Event
  4. Description of Event
  5. Number of Attendees


Required Attachments:

  1. Invoice/Proposal
  2. Certificate of Insurance (COI)
    General liability insurance is required for all contract-based services and/or services provided on campus. View a sample Certificate of Insurance
  3. NYS Liquor Permit (if applicable)

Once the contract request is processed and approved by Procurement, the executed contract will be sent to you. Include the contract when submitting the Payment Request for processing. For details, please refer to the Request for Invoice Payment guidelines.