Purchase Orders

Certain goods and services require a Purchase Order (PO). To confirm which documents are required for your PO request, contact [email protected]. To get started, submit a PO request by following the steps below. Keep the following key rules in mind:

  • Submit before work begins: Central Purchasing may reject PO requests for work that has already been completed.
  • Vendor eligibility: The vendor must be PO-eligible and onboarded in PaymentWorks.
  • Consultant travel: Consultants must include any travel expenses on their invoice.

Request a Purchase Order

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

Include all required information and supporting documents; the Business Office will follow up if any questions arise during review. 

Required Information
  • Department Name
  • Vendor Name
  • Vendor Email
  • SpeedChart 
  • SpeedChart Description
Contract-Related Questions

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

  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]

 

Submit the following documents, as applicable, with your initial PO request:

Quotes / Competitive Bids
Refer to the Competitive Quote and Bid Requirements chart below for details.

Statement of Work (SOW)

Certificate of Insurance (COI) 
Required for all contract-based services and any services performed on campus. 

NYS Liquor Permit 
Required for each day of the event if alcoholic beverages are served.

Service Provider Agreement 

Service Provider Agreement – Marketing
Required for advertising services.

Independent Contractor Certification (ICC)
Required each time the contractor is engaged.

  • Certificate Holder: 
    "The Trustees of Columbia University in the City of New York"

Purchasing Methods by Category

Competitive Quote and Bid Requirements