Subject:

New dollar threshold requirements for the use of a purchase order (PO) and the procurement card (PCard). These requirements are effective April 1, 2018.

Reference:

Guide to Financial Operations (GFO), Chapter XI-A, Section 3 – Purchase Orders and Chapter XI-A, Section 4 – Procurement Card Use.

Update:

Agencies are required to use a PO for all single purchases of $10,000 or more from any vendor that has a classification as a “procurement supplier” in the NYS vendor file. This policy, subject exceptions, is applicable regardless of whether the agency intends to pay the vendor with a check, electronic payment (ACH) or with the PCard. It is a best practice for agencies to use POs for all planned purchases.

Please refer to Chapter XI-A, Section 3 – Purchase Orders for more information.

In addition, agencies are required to use PCards to purchase goods and services less than $500.00 when a vendor accepts the PCard for payment. However, agencies may not use the PCard to purchase from agency-specific contracts because expenditures are not captured on the year-to-date and life-to-date amounts on the contract.

Please refer to Chapter XI-A, Section 4 – Procurement Card Use for more information.