The Cornell University environment is one of diverse interests and needs. The university's broad goals are to attain excellence in research, teaching, and public service. A unique blending of individual business and technical skills is required to accomplish the procurement of the goods and services to support these goals.

The purpose of delineating purchasing policies and procedures is to provide university staff and faculty members clearly defined guidelines for initiating purchasing actions and for the instruction and guidance of Office for Supply Management Services staff. This set of established decisions is provided to help avoid repetitive questions and to streamline situations where questions might arise.

The Office for Supply Management Services' goal is to promote the best interests of the university and the people it serves through intelligent action and fair dealing, which will result in minimizing cost and obtaining the maximum projected value for each dollar of expenditure.

Office for Supply Management Services staff members play a unique and important role at the university. They serve as important communication links to the university's external contacts. As such, the impression that a buyer creates in appearance, conversation, or correspondence remains as that which will be associated with Cornell. As representatives of the university, Office for Supply Management Services staff members should have a commitment to professionalism, decorum, and upstanding conduct, which will be a positive reflection of the individual, the office, and, ultimately, the university.
 

Authority

The Office for Supply Management Services and others designated in accordance with University Policy 4.2, Transaction Authority, have the authority to make obligations outside of the university to pay for the procurement of all goods, supplies, equipment, and services for the university.
This authority may be limited by the University Policy 4.2, Transaction Authority, and by terms and conditions set forth in grants or other funding arrangements.
In all cases, the Office for Supply Management Services reserves the right to question any and all aspects of a purchase requisition, including accuracy and specifications, so that the best interests of the university are served.

 
Responsibility

The Office for Supply Management Services and other designated purchasing agents are responsible for: 

1. Providing the business skills and coordinating the technical skills required to purchase all goods, supplies, equipment, and services necessary for the continuous operation of the university which includes:
1. Providing the interface with suppliers in matters of price, quality, and delivery at both the quotation stage and ordering stage of the procurement process;
2. Identifying alternative sources of supply through regular commodity reviews
3. Conducting negotiations with suppliers;
4. Communicating with units to stay current with planned needs;
5. Assisting units with the development of specifications for required products and services;
6. Providing acceptable terms and conditions for procurement actions.
2. Defining, maintaining, and providing access to processes and records to support established objectives.
3. Resolving legal and risk management issues with the aid of University Counsel's Office and Cornell Office of Risk Management and Insurance, respectively, that arise in the source of contract and purchase order negotiations.

The Purchasing Manager is responsible for establishing, maintaining, and ensuring compliance with purchasing Policies and Procedures.
All Office for Supply Management Services staff members and other unit staff members involved in the procurement process are responsible for understanding and complying with these policies and procedures. Any situation requiring exception or variation from these policies and procedures shall be brought to the attention of the Purchasing Manager.
 

Scope

The Purchasing manual describes the policies and procedures for processing all transactions having a bearing on cost and delivery of goods, supplies, equipment and services except those transactions required for:

1. The purchases of the Campus Store operations,
2. The procurement of food by Cornell Dining operations and the Statler Hotel School
3. Cataloged library acquisitions
4. "Wild Birds Unlimited" - reseller purchases

Procedures relative to the purchasing requirements of those operations are the responsibility of the individuals designated as Purchasing Agents in accordance with the Transaction Authority Policy.