Purchasing

Purchasing Department

” Discimus ut Serviamus: We learn so that we may serve”

Welcome to the Purchasing Department

The goal of the Purchasing Department is to procure the most appropriate materials, supplies, equipment, and services at the lowest available price–consistent with quality requirements and delivery needs–to fulfill the college’s mission in education and research with a commitment to academic excellence and provision of equal access and opportunity to students, faculty, and staff. The practice of competitive solicitation ensures participation of the largest group of vendors and guards against favoritism, improvidence, and fraud.

The Purchasing Department ensures compliance with state laws and regulations governing purchasing, ensures cost controls in obtaining reasonable prices, and maintains internal control procedures and maintenance of purchase orders and contracts.

Office Information

Kiely Hall Room: 257
Phone: (718) 997-5760
Fax: (718) 997-5771
Email: qc.purchasing@qc.cuny.edu

Allena Aikens
Procurement Director

Lorraine Pedroso
Property Manager

Mission Statement

The primary mission of the Queens College Purchasing Office is to ethically and efficiently procure and receive quality goods and services at the best prices and value in compliance with the policies, procedures and guidelines of The City University of New York and the State of New York. We are committed to providing outstanding customer service as well as opportunities to qualified and responsible vendors. Purchasing is also responsible for initiation of vendor registration and student award initiation process in CUNYbuy.

All inquiries regarding payments to individuals (reimbursements, travel) and vendors should be directed to the Accounts Payable Office. Vendors wishing to do business with the University can reference the Doing Business with CUNY guide.

NB: Only the Purchasing Office can obligate the College on matters of procurement through the issuance of duly authorized Purchase Orders and contracts.

Gaining Access to the Procurement CUNYBuy System:

Employees will need to complete the CUNYBuy Creator or Req. approver training course on the Brightspace module successfully first before access can be given.

All users requesting CUNYBuy access must have successfully completed the applicable training for the role being requested.

Required training must be successfully completed prior to requesting access to the solution:

Requisition Approver Training (If user will be approving requisitions)
Creator Training (If User will be submitting requisitions)
Receiving Training (Both Creator and Approver need to complete)

Once successfully completed, you will need to submit the procurement access form and return it via email to the Purchasing Department.

Please note that digital signatures from the department supervisor will only be accepted with an email stating the following “I, (person’s name) supervisor to (your name here) give approval for (list role) being requested.”

CUNYfirst (PeopleSoft) Security forms (Scroll down to “Procurement Access Form” under “Financials”)

Departmental Approvals

All requisitions entered in CUNYBuy must be approved before any purchases are made. These approvals are required for all requisitions, including ones that are initiated through the CUNYBuy Marketplace and those that are non-Marketplace requisitions. The requisition approval process in CUNYBuy differs from the CUNYFirst approval process.

The approval workflow is based on the following criteria:

The department associated with the requisition.
The dollar value of the requisition:
- A requisition with value of less than $2,500 requires one level of approval (Department 1 approval).
- A requisition with value of $2,500 – $10,000 requires two levels of approval (Departments 1 and 2).
- All requisitions with value of $10,000 or greater requires three levels of approval (Departments 1, 2, and 3).

Note: Within requisitions with multiple levels of approvals that have the same approver listed on multiple levels, the approver must go to the last Departmental Approval they are listed on and expedite prior to approval.

Approval screen shot