Finance Department
It shall be the policy of Union College to obtain all supplies, equipment, and services at best possible value - value defined as the optimum combination of price, quality, availability, and service.
In conforming to this policy, the following are approved methods for acquiring goods and services:
| Purchase of goods or services from a supplier |
College issued Purchase Order |
| Purchase of goods or services from a supplier that does not accept College issued purchase orders | College credit card or a Supplier Invoice Request |
| Salaried/Hourly Faculty/Staff Reimbursements | Expense Report in Workday |
| Student reimbursements or non-Union faculty/staff reimbursements | Ad Hoc payment request (Please contact Accounts Payable for assistance) |
- Purchases between $10,000-$24,999 in total – require oral or written quotes and the requisition submitter needs to complete a Bid Questionnaire through Workday. This questionnaire will appear in your My Tasks once the appropriate requisition is submitted.
- Purchases over $25,000 – require formal written bids.
Some important notes: - Union College is a 501(c)(3) organization and is tax exempt for all expenditures in New York and other various states (the Sales Tax Exemption Certificate is here)
- All purchases of goods and services should be coded appropriately to the correct Cost Center and Spend Category(s)
- Gift cards or gift certificates are not permitted expenditures (A gift - less than $100 in value - to volunteers who are neither employees or student workers is allowed)
- The Purchasing Office of Union College supports the Strategic Plan’s commitment to the sustainable stewardship of resources via environmentally preferred purchasing guidelines
- Through our Amazon purchasing power we encourage the use of those businesses which have been typically disadvantaged. Our Amazon account now reflects the support of sales to minority/women owned, disabled and veteran owned, and other disadvantaged sellers through Amazon’s search engine
- All shipments should be delivered to Union College