Welcome to Columbia University Purchasing

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Our list of Frequently Asked Questions is arranged to help you get answers that will make it easier for you to fulfill your purchasing needs. Select any of the items in the alphabetical list of subject area questions to find the answers you seek. If you have additional questions, please contact Purchasing:

Using University Preferred Vendors (UwPA) General Requisition Information Change Orders Consultants DAF EZPO FFE Leasing Office Supply - Corporate Express Purchasing Card Program SBA Single Or Sole Source Purchase Vendor Questionnaire Webpur

Using University-Wide Purchasing Agreement (UwPA) Vendors

Why should I utilize University-wide Purchasing Agreement vendors?

They save you time and money, and help avoid potential hidden problems. Purchasing establishes University pricing discounts with companies that have a proven record of performance. Because of the University's leverage as a large purchaser, our contracts often include favorable delivery, warranties, servicing, and other value-added protections that help you make prudent spending decisions.

General Requisition Information

How do I create requisitions or Purchase Orders?

You can create requisitions in the Purchasing Module in FFE. This module allows users to create either an EZPO for most purchases up to $2500 or a PO. The Purchasing Requisitions module captures all Preliminary, Prior and Final DAF approvals before uploading to the Purchasing office. (The FFE web site is located at http://wwwa.ais.columbia.edu/ffe/.) You can view the status of your order in WebPur.)

What is an EZPO?

An EZPO is a convenient and quick purchase order for purchases under $2,500 and for purchases up to $10,000 when the vendor is one of many select UwPAs.

When is P.O not needed?

A central Purchase Order is not needed for the following:
  1. Supplies and capitalized non equipment orders up to $2,500 (should be processed using EZPOs).
  2. Honoraria, Postage, Registration Fees, Membership Dues, Subscriptions, Reprints, Print Services, Short Term Rentals, Advertisements, Food, Training (all can be done through Check Requests or Invoices in AP/CAR.)

How can I find the status of a requisition submitted to Purchasing?

Use WebPur to see up-to-date status on any requisition or P.O. Learn more about WebPur.

How can I find out which buyer handles what commodity?

Use our Buyer/Commodity search..

How can I get help for system problems?

What are some tips for processing purchase requisitions?

To ensure timely delivery of goods or services you are requesting for your department, preparation of the purchase requisition and backup documentation accurately are key. Here are some items to focus on:
  • Item Description: Provide a detailed description of the product or service you are requesting. What you are ordering should be clear to your approver, the Purchasing Office and the vendor.
  • Correct Quantity: Clearly indicate the quantity of items being ordered.
  • Complete the Purchasing Office Fax Cover sheet, available through the Purchasing Office web site at www.columbia.edu/faxserver.html. When sending documentation to Purchasing, this form automatically routes documents to the buyer assigned to the purchase requisition. The cover sheet may be faxed to (212) 854-2699, or sent via email at purchsrv@columbia.edu.
  • Quote Requirements: You must get two quotes from suppliers for requisitions between $2,500 and $10,000. Requisitions of more then $10,000 require three quotes.

How can I find out which buyer handles what commodity?

Use our Buyer/Commodity search..

Change Orders

What is a Change Order?

A Change Order is needed when the quantities, descriptions and/or the P.O terms and conditions are revised to reflect a change in the scope of Columbia University's purchase order with the vendor. The total value of the P.O can be adjusted before the payment is made for the items/services received.

What is a Financial Change Order?

A Financial Change Order is a change to modify encumbrance or other accounting information. Neither the value of the P.O nor the terms of the P.O are changed. In this instance, the vendor need not be notified. Depts can create and approve Financial Change Orders without Purchasing Office involvement.

Situations for a Financial Change Order are:
  • Reducing any Open Commitment for a particular account that does not change the Total PO Value.
  • Adding additional encumbered funds to an account that does not change the Total PO value.
  • Moving money from one account to either another existing account or a new account. Again, the Total PO Value does not change.

Can I use a Change Order to change a PO number?

No. Change Order numbers may not be changed.

How do I create a Change Order?

The Change Order module is located in FinSys You must have a valid FFE id and password, with at least Create writes.

How do I log into FinSys?

Follow these steps:
  1. Log into the myColumbia portal. (You must have a valid University Network ID (UNI), UNI password and an FFE profile with requisition privileges.)
  2. Click on the FinSys tab.
  3. Under the Purchasing section, click on "Change Order Module"

In order to access FinSys, you must use Internet Explorer (IE) version 5.5 or higher, a 128-bit encryption, and have the Columbia site certificates installed. For instructions and help, please visit the FinSys homepage at https://finsys.ais.columbia.edu/fin/home.html.

Where can I get more information on Change Orders and how to use the Change Order Module?

For more information, along with training material, visit the Change Order Training section on the Purchasing Office web site.

Consultants

What is a consultant?

A consultant is a firm or individual with whom a Consultant Services Contract is executed for a specialized service generally not performed by University employees.

Which education-related providers are not defined as consultants?

Individuals providing education-related services such as teaching, tutoring, conducting workshops, preparing curriculum, or providing other services performed by University employees, such as administrative assistance or secretarial services, are not consultants. Policies regarding consultants are governed by IRS regulations. Please see the Definition of Terms under Consultant Policies and Procedures.

Why is a formal contract required for a consultant? Why can't a department issue an EZPO for a consultant?

A written contract is required with a consultant to protect the University's title to all materials produced by the consultant. It also protects the University on issues concerning insurance, indemnification, reporting, confidentiality, and price warranty. Consultants are excluded from EZPO use to ensure that a contract is in place before payment is made.

Are competitive proposals or bids required for a consultant contract?

University policy requires that a department make every effort to obtain competitive proposals/bids when the total amount to be paid to a consultant is more than $25,000.

Are there differences between a competitive proposal and bid?

A bid is a response to specification defined by the purchaser and is usually, but not always, related to cost alone since all bidders are quoting on the same set of materials and/or services. A competitive proposal should address how the consultant will approach the project, and the consultant's view of potential issues and how these issues will be addressed. It should also detail how and when the services will be provided and all deliverable's will be completed.

Can competitive requirements be waived?

The University recognizes that it is not always possible, or even in the University's best interest, to obtain competitive proposal or bids, especially when the services to be provided are of a highly specialized nature, as when scientific, medical, or legal services are to be provided.

In these cases a detailed selection justification memo can satisfy the requirement. The University does require that when generic services are being provided (for example, graphic design, web site design, public relations services, accounting, appraisal, event planner, and fund raising services) and the total cost to be paid to the consultant is more than $25,000, competitive proposals/bids be obtained.

What paperwork is required to hire a consultant?

University policy requires that a department make every effort to obtain competitive proposals/bids when the total amount to be paid to a consultant is more than $25,000.
  • A completed and signed University consultant contract and a completed and signed consultant worksheet;
  • A completed and signed University vendor questionnaire and survey form;
  • A detailed scope of work describing the services to be provided;
  • The competitive proposals/bids and a memo advising how and why one candidate was selected over the other candidates, or, in the case where no competitive proposals/bids were obtained a detailed memo explaining the circumstances;
  • A copy of the consultant's latest resume and list of other clients, or, in the case of a company. a company brochure with a list of clients.
  • See our forms page for the above forms and the consultant policy for a more complete explanation.

What factors can delay consultant contract approval?

Processing time is often extended for the following reasons:
  1. Changes have been made by either the department or the consultant to the University's boilerplate contract.
  2. The consultant has attached its own third-party contract or proposal to the University's contract that includes language that conflicts with the University's boilerplate contract or standing policy.
  3. A faxed copy of the signed contract is received. To satisfy auditing requirements the university must receive an original copy of a contract.
  4. Requests for exceptions to University insurance requirements

When can a consultant start to work?

A consultant should only begin work when a fully executed contract is in place and a purchase order number has been issued. If a department authorizes a consultant to begin work before either requirement is met, a non-compliance letter signed by a department chairperson or vice president explaining the basis for this decision must be required.

DAF

What is DAF?

DAF stands for the Department Authorization Form, and is often used to refer to officers authorized to approve financial transactions. This form, when approved by a department head, typically gives an individual authorization to approve transactions up to $10,000. DAF signature authority is usually limited to a few signers in each department. Transactions over $10,000 require the approval of a Vice President, Dean or their designee. Only a Vice President or Dean can delegate this authority.

For copies of the DAF Form, please visit the Controller's web page at: http://www.columbia.edu/cu/controller/old/dafform.html

What does A DAF signer authorize?

The DAF form controls signature authority for all major financial transactions. These include the following:
Check requests and invoices up to $10,000
Purchase requisitions greater than $1,000
Personnel Action Forms (PAFs)
Salary Accounting Forms (SAFs)
Payroll Accounting Transfers (PATs)
Time cards (ZTs)
Travel advances
Travel and business expense reports
Petty Cash Reimbursements
Journal entries greater than $1,000
DAF approval confirms that the transaction is consistent with University policy and is in the University's best interest.

How can one add or delete a DAF signatory for a department?

To modify or delete a user's DAF authority, one must submit a DAF form and check the appropriate action: Modify or Delete. The DAF From can be found on the University Controller's web site at http://www.columbia.edu/cu/controller/old/dafform.html.

Who is authorized to sign contracts?

Only those individuals formally designated by the Trustees of Columbia University are authorized to sign agreements on behalf of Columbia University. Department chairs and administrators and their employees are typically not authorized to sign contracts, regardless of the dollar limit. Contract authority is not the same as DAF authority.

EZPO

What is an EZPO?

EZPOs give departments the authority to generate a P.O number without going through Purchasing. EZPOs are sent directly to the vendor by the department.

The current EZPO dollar limit is $2,500 for non-equipment purchases and $2,000 for equipment purchases. Purchases of up to $10,000 against many University-wide purchasing agreements may also be made via EZPO

How do I liquidate unspent balances for EZPOs?

Use the EZPO Encumbrance Liquidation module in FFE, which is located under the FFE menu. Just as with a requisition, you must release a liquidation and have the proper DAF approvals before the dollar amounts will be liquidated.

How do I cancel an EZPO?

To cancel an EZPO, you must liquidate any monies encumbered by using the EZPO Encumbrance Liquidation module in FFE. You must also send written notification to the vendor of the cancellation.

Do you need DAF to liquidate unspent EZPO balances in FFE?

Yes. Just as with a requisition creation, all liquidations must be given proper DAF. When a user creates and releases a liquidation, it is routed to the appropriate DAF for approval.

FFE

What are FFE and FINSYS?

FFE is shorthand for the Financial Front End to the University's financial accounting system. FFE allows users to enter financial transactions such as journal entries, budget revisions, interdepartmental invoices, requisitions and certain types of payroll transactions, as well as the ability to run certain reports. FINSYS is the web-based version of FFE which may be accessed through the My Columbia portal

When do I use FFE for purchases?

You must use the Purchasing Requisition Module in FFE to create requisitions and/or EZPOs.

How do I access FFE?

In order to access FFE, the user must apply for an FFE ID. Once you have a valid user ID, you must download the FFE program.

How do I add a new Bill To address for my department in FFE?

To update your Bill To address, submit a Bill To address change for the Purchasing Department.

What approvals are required to obtain a user ID to FFE?

Fill out an FFE application, and a manager within that department with DAF authority will review and sign off on the application. The Controller's Office manages and grants FFE access.

How do I obtain training on FFE?

For training, email ffetrain@cuvmc.

Purchasing has also developed FFE web tutorials for the Purchasing Module.

What type of training is required?

Currently no FFE or WebPur training is required. However, the Purchasing Department recommends that anyone involved in the process of procuring goods or services attend FFE training, and visit the FFE tutorials on the Purchasing web page.

In addition, Purchasing, through Human Resources, provides in-depth training session on the general policies and procedures for procuring goods and services twice a year. These sessions are delivered both on the Morningside and CUMC campuses. For more information, please visit the administrative training section of the Human Resources website.

Leasing

What is a lease?

A lease is a secured financial agreement or contract between the University and a Lessor, an entity who pays for the equipment. The Lessor owns the equipment throughout the lease or maintains a security interest or lien on the equipment. Each lease entails making regular payments for the use of the equipment (including cost and interest) to the Lessor over the life of the lease.

What are the kinds of leases?

There are two types of leases:
  • Fair Market Value Lease��a rental of equipment or payment to use the equipment; at the end of the lease, you may purchase the equipment for its "Fair Market Value" or return it to the Lessor.
  • A Capital Lease��works like a loan with a regular pattern of payments; at the end of the lease, the school or department owns the leased item for the additional cost of one dollar ($1).

When should I lease?

Leasing is a good consideration for:
  • Goods with a cumulative value over $25,000 and a useful life of more than 24 months;
  • Expensive technology that may be at risk of becoming obsolete within a short time; and/or
  • Equipment that carries an extreme risk of damage and may not be easily maintained by the University.

How long does it take to set up a lease?

The process may take up to one month to complete because of the complex nature of the transaction, which includes the University, the Lessor and the supplier. If you want to lease, please anticipate the time needed to complete the process.

What's the best way to make payments?

Like any loan, payments must be made on time to avoid late fees and other penalties. We urge schools and departments to consider Automatic Payment (ACH) and Direct Debit options offered by Accounts Payable in order to avoid payment problems and save time. For further information about these options, contact the Controller's Office.

Can I terminate a lease?

Once a lease has been executed, it cannot be terminated, since the equipment has already been purchased by the lessor. By signing the lease, the University has committed to pay the entire amount due over the course of the life of the lease.

Office Supply

What is the easiest way to place an order with Corporate Express?

The easiest way to place an order would be to use the Corporate Express Internet ordering system (E-Way) at www.eway.com. If you choose not to use E-Way, you may fax over an EZ PO to 877-482-3023.

When would I use EZ PO?

If an order is $2,500 to $5,000 or if you want to use multiple account codes on one order. Also, special orders require an EZ PO (i.e. Custom Furniture, signage, stamps, etc.).

What happens if I call an order into Customer Care?

Columbia University has requested that Corporate Express instruct all customers to use either the E-Way on-line system or to fax an EZ PO to place orders; this will ensure that only authorized University representatives are placing orders.

How can I register to obtain a logon for E-Way?

You can call Customer Care and they will email the E-Way set up form or you can simply fax a copy of the E-Way set up form in the Ordering Guide.

How late can I place an order to receive it the next day?

E-Way orders must be DAF approved and submitted by 4:30 pm. Fax orders should be faxed by 4:00 pm.

Do I need DAF approval for my orders?

Yes. All orders will have a routing approval to your DAF to review and submit. They will receive an email notifying them that an order in E-Way is waiting for their approval. Once they have approved and submitted your order you will receive and email notification.

When using E-Way what do I do if I receive a "blocked" message when ordering an item? (Your browse request did not return any items, or your account settings do not allow for the procurement of these items. Please verify your request or call for assistance.)

Call Customer Care at 1-800-328-9555. If they cannot assist, you will be directed to Columbia University's Purchasing Department.

Whom do I call for questions on E-Way?

Call Customer Care at 1-800-328-9555.

What do I do if I don't know my FAS number or my Department number?

Consult with your assigned DAF approver.

What do I do if the FAS number I want to use is not valid?

Email your department number and valid FAS Account(s) to be added to: purchasing@columbia.edu. When sending the email, please copy the officer with DAF authority for the account who has approved the addition to E-Way. Purchasing will perform the update. Should you have any questions please contact Michael Gonzalez at mg2359@columbia.edu or (212) 854-8871.

What is the return policy of Corporate Express?

Catalog products with the exception of Furniture are returnable in saleable condition within 60 days of the original delivery. Special ordered products may not be returnable or may have a restocking charge applied.

What happens if I need to return part of my order?

Returns can be processed on-line via E-Way or by calling Customer Care. In either case an RA number will be issued and the Corporate Express driver will pick up your return promptly. If you use EWay an email will be sent to the end user with the Return Authorization number for their records. Customer Care: 1-800-328-9555.

What if my order has damage or a short shipment?

Call Customer Care for assistance. They will arrange to have the additional product shipped out immediately. Customer Care: 1-800-328-9555

How will credits be processed?

A credit memo will be issued. The credit will appear within 5 business days of pick up of merchandise.

Whom should I call if I have questions?

Customer Care is there to answer any questions you may have regarding products, returns, order status, special delivery requirements or information on an order and damaged products. Customer Care can be reached at 1-800-328-9555.

What do I do if I need to order a stamp or nameplate?

Call Customer Care and they will assist you. Customer Care: 1-800-328-9555

Whom can I call if I am not satisfied with the service I receive from Customer Care?

You can call Dorinda Dudley, Customer Service Supervisor, 212-462-7563 or Fanis Cabral, Customer Service Manager, 212-462-7538.

Whom can I call if I want to meet with a Corporate Express Sales Rep?

You can call Customer Care at 1-800-328-9555 or Lisa McCool, the Account Manager, at 212-462-7485, so a meeting can be arranged.

How am I going to be invoiced?

All invoices will be sent directly to Accounts Payable for payment. On a biweekly basis you will be able to review your invoices via the web. You will also receive order confirmation via email that will provide you the ability to reconcile your FAS charges.

How can I receive a copy of the Corporate Express Catalog?

The full catalog will be viewable online using E-Way or you may call Customer Care at 1-800-328-9555.

Purchasing Card Program

What is a Purchasing Card (P-Card)?

A P-Card is a credit card that authorized University personnel may use to purchase goods and services for use by the University. P-Cards are issued to individuals who meet the appropriate requirements and can only be used by the individual named on the card.

Why is Columbia issuing P-Cards?

The use of a purchasing card significantly reduces the time spent purchasing and paying for small-dollar, high-volume transactions while maintaining adequate controls.

What are the different types of P-Cards that are available?

The University offers a Regular Purchase Card as well as a Declining Balance Card, Zero Balance Card and Hybrid Card. To review the features of each card, click here.

How do I use my P-Card?

The P-Card is used like a regular credit card to purchase University-related items only. When making a purchase, consult the University's preferred vendor list www.columbia.edu/purchasing/pv_list.html before you buy to ensure your purchase reflects the best price. Present your P-Card and obtain a receipt for your purchase.

What are the different types of items I can purchase using the P-Card?

Please review the P-Card Policy for a list of purchases allowed and prohibited by the University.

What is Works Payment Manager (WPM)?

Works Payment Manager is a web-based review, approval and accounting tool for transactions related to the Purchasing Card Program.

What should I do if my P-Card is lost or stolen?

Immediately report your lost card to Bank of America at 1-888-449-2273 and fax a completed Lost or Stolen Card Notification Form to Bank of America. Your account will be automatically closed and a new card will be issued. If necessary, contact the local police department and complete a police report. Also, report the lost or stolen card to the P-Card staff by emailing pcard@columbia.edu and notify your Approver and Departmental P-Card Administrator via email.

What should I do with my P-Card if I am no longer employed by the University?

If you are leaving the University, immediately notify the P-Card staff by emailing pcard@columbia.edu. Hand deliver your card(s) to your Departmental P-Card Administrator.

SBA

What is the SBA?

The Small Business Administration is a federal agency that administers an increasing number of federal contracts requiring small business subcontracting plans to provide enhanced opportunities for small business concerns to participate in the economic opportunities that result from the University's activities.

Sometimes I get SBA pop-up windows when I'm entering a requisition, EZPO or journal entry into FFE. Why?

Currently these screens appear whenever the account has been identified as federally funded. As a prime contractor to the federal government, Columbia University has an obligation to attempt to utilize small businesses to provide products and services whenever appropriate. The use of these screens:
  • Serves as an alert to the end user
  • Permits the Procurement Office to captured the information necessary to demonstrate these attempts to utilize small businesses.

When can I answer "no" to an SBA pop-up (i.e., I did not look for a Small Business or I do not want this to count toward meeting goals)?

There are four instances when one is not required to look for a Small Business:
  • When the requisition is for a Research and Development Sub-award to a University/Large Business where the agreement has been negotiated by Research Administration (RA).
  • When the vendor selected has a University-Wide Purchasing Agreement with Columbia University. However, there are a number of UwPAs that are registered with the SBA as Small Businesses. View a current list of UwPAs registered with the SBA on our website.
  • When the item being purchased is "permanent equipment that is only available from a large business,".
  • "Other," under which users must provide another valid reason for not looking for a Small Business.

When is a Small Business Subcontracting Plan required?

A small business subcontracting plan is required on federal contracts that are expected to entail an estimated cost of $550,000 or above for the entire period of performance. Columbia University is also required to obtain a small business subcontracting plan from any subcontractor whose total dollar subcontract award is expected to exceed total costs of $550,000 for the entire period of performance.

What happens if we do not fulfill these requirements?

  • In the proposal stage, the contract cannot be awarded without submission of the subcontracting plan and the University's sign-off for compliance.
  • After an award is received, failure to make a good faith effort to comply or failure to comply can result in individual and/or University-wide penalties, which may include loss of funding.

What is the EIN? And where do I find it?

The EIN is the company's tax ID# and is similar to an individual's SSN. If the University has not previously done business with the company, this can only be obtained from the company itself. In this case, the best way to obtain this information is to request the company register using our online form.

Single or Sole Source Purchase

What is a Single Source Procurement?

A Single Source Procurement is a purchase of goods or services without competitive bids/proposals not made under a University-wide Purchasing Agreement for which there might be an alternative source available, but for which it would not be feasible, practical or cost-effective to seek competitive proposals. A Source Justification Document must be completed for this procurement.

What is a Sole Source Procurement?

A Sole Source Procurement is a purchase of goods or services where it is absolutely clear that the products and/or services can be obtained only through one source. A Source Justification Document must be completed for this procurement.

Vendor Questionnaire

What is a Vendor Questionnaire and how does the vendor complete it?

This form helps us establish a database on all our vendors. Every new vendor is required to complete one. The questionnaire is completed online via the purchasing website.

What do I do when I receive a completed Vendor Questionnaire?

The vendor questionnaire should be completed online. It is submitted to the Purchasing Department and is included in the database of vendors that have provided these forms. This searchable database will be available to the University community in the near future.

WebPur

What is WebPur?

WebPur is a web-based application that allows users to view the status of their requisition or PO. WebPur is available through FINSYS at my.columbia.edu.

How do I log into WebPur?

Please follow the following steps:
  1. Log into the myColumbia portal. (You must have a valid University Network ID (UNI), UNI password and an FFE profile with requisition privileges.)
  2. Click on the FinSys tab.
  3. Under the Purchasing section, click on "Report: WebPur"

In order to access FinSys, you must use Internet Explorer (IE) version 5.5 or higher, a 128-bit encryption, and have the Columbia site certificates installed. For instructions and help, please visit the FinSys homepage at https://finsys.ais.columbia.edu/fin/home.html.

How do I see current and up-to-date open commitments for a P.O.?

Go to the WebPur site at my.columbia.edu, log in, and enter your Purchase Order number.

Order Inquiry (WebPur)How to Log In
Related Links
Controller's Office FAQs Page