Non-Marketplace Purchasing Methods
Depending on the type of good and/or service, the cost, and the relationship the supplier has with Columbia, the University uses purchase orders, vouchers, and other mechanisms such as credit or purchasing cards (P-Cards, Corporate Cards), checks, or cash to purchase goods and services on the University’s behalf for business purposes.
Administrators are responsible for complying with Procurement policies and processes and ensuring the most appropriate purchasing mechanism is used when purchasing goods and services with University funds.
In addition, when shopping with federally awarded funds, administrators must comply with U.S. government regulations such as the Federal Acquisition Regulation (FAR) and OMB Circular A-110. It is the responsibility of PIs, administrators, and their designees to be familiar with the funding agencies’ requirements. They must ensure that federal funds are not used to buy from federally debarred vendors and are not used for prohibited and restricted goods and services. Follow sponsor restrictions on procurement and obtain prior approval from the funding agency when required.
Purchasing Methods in Detail
P-Cards are used by approved cardholders to purchase goods only and may only be used for purchases under $2,500.
Use the card in-person, online, or over the phone. A receipt is required. When making a purchase, the P-Card holder should always advise the merchant that the University is exempt from sales taxes in New York State and other select states.
Reconciliations and approvals for P-Cards are conducted in ARC (not in the Marketplace). For more detailed information about P-Cards, visit the Learn About Using the P-Card page.
Note: Breaking up purchases into smaller transactions to avoid large-dollar limits on the P-Card is not allowed. For a full list of non-qualifying purchases, review the Purchasing Card Policy.
The Travel and Expense Corporate Card (T&E Corporate Card) is used by eligible individuals to pay for University-approved travel and business-related expenses. Cardholders are responsible for monthly reconciliations of charges in Concur, the Travel and Expense system.
For more detailed information, visit the Travel and Expense website's Travel and Expense Corporate Card page.
The Concur Request, Travel, and Expense system integrates trip and advance requests, travel bookings, and expense reports in one application.
With Concur Travel, travelers can book domestic and international flights and make reservations for rental cars, hotels, and rail, with purchase information flowing directly into Concur Expense.
Find preferred Concur Travel Suppliers in the Columbia Blue Pages, or visit the Travel and Expense website for more detailed information about shopping and paying for travel.
Subaward Purchase Orders (SAPOs) have a unique number to be referenced by the subrecipient on an invoice in order to receive payment. Departments also use this number in order to pay the subrecipient.
SPA creates SAPO numbers, and it is usually created before the SPA Subaward Team issues an amendment or agreement.
Visit the Subawards page on the Columbia Research site to find instructions for the process of issuing SAPOs.
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How Do I Find a Vendor?
For assistance finding a vendor that matches your purchasing needs, visit the Columbia Blue Pages Shopping Directory to view a searchable "phone book" of recommended vendors that have agreements in place with Columbia University. More than 100 vendors can be filtered according to product-based Commodity Code or the following Supplier Types:
- Catalog Suppliers
- UwPA Suppliers
- Concur Travel Suppliers
- Non-Catalog Suppliers
Shopping in the CU Marketplace
Columbia utilizes the CU Marketplace to select and receive goods and services, create and approve purchase requisitions, place purchase orders, process invoices, and make voucher payments toward purchases as well as individuals. The system is powered by Jaggaer, the leading eProcurement solution used by 85% of R1 institutions and seven of the eight Ivy League schools. The Marketplace has integrations with ARC, Columbia’s financial system, as well as PaymentWorks, Columbia's vendor management platform.
To find detailed information about the purchasing methods available in the CU Marketplace, visit the Shopping in the CU Marketplace page.
International Procurement
For procurement associated with international projects, please see the International Operations website.