Purchasing Dollar Thresholds

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There are specific dollar thresholds and requirements for purchases with state, Research Foundation (RF) and UB Foundation (UBF) funds for transactions using eProcurement, Procurement Card (PCard) and the eRequisition system (eReq).

Definition of Reasonableness of Price

There are multiple ways to determine if the price is reasonable. Typically, two or three of the ways listed below should be used:

  • The vendor’s published price list and documented discount
  • Prior invoices from this vendor to other consumers
  • Invoices or cost sheet from prior state contracts
  • Comparisons to other vendors' prices for similar products/services
  • Comparison to similar purchases by other campuses
  • Price or cost analysis
  • Historical cost or price comparison

For eProcurement Online Catalogs

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Dollar Amount

State

RF

UBF

0—$4,999
  • Per transaction limit is $4,999.  Orders over limit use eReq process
  • Transaction must be appropriate to grant or account
  • Participating Suppliers:  VWR, UPS, Fisher Scientific, and Proftech/Staples Advantage
  • Per transaction limit is $4,999.  Orders over limit use eReq process
  • Transaction must be appropriate to grant or account
  • Participating Suppliers:  VWR, UPS, and Fisher Scientific, Staples Advantage
  • Per transaction limit is $4,999.  Orders over limit use eReq process
  • Transaction must be appropriate to grant or account
  • Participating Suppliers:  VWR, UPS, Fisher Scientific, and Proftech/Staples Advantage

For Procurement Cards

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Dollar Amount

State

RF

UBF

0—$2,500
  • Per transaction limit is $4,999; orders over limit use eReq process
  • Price must be reasonable
  • Transaction must be appropriate to grant or account
  • Tax-exempt
  • Per transaction limit $2,500. Orders over limit use eReq process
  • Price must be reasonable
  • Transaction must be appropriate to grant or account
  • Tax-exempt
  • Per transaction limit $2,500. Orders over limit use eReq process
  • Price must be reasonable
  • Transaction must be appropriate to grant or account
  • Tax-exempt
0—$4,999
  • Per transaction limit is $4,999; orders over limit use eReq process
  • Price must be reasonable
  • Transaction must be appropriate to grant or account
  • Tax-exempt 
N/A N/A

For eReqs $0—$5,000

Mobile Users: Swipe to scroll table

Dollar Amount

State

RF

UBF

$0—$5,000

  • Price must be reasonable
  • Include quote or product specification
  • Purchasing verifies if price is reasonable
  • *Estimated order time: 3 to 5 business days

 

  • Price must be reasonable
  • Include quote or product specification
  • Purchasing verifies if price is reasonable
  • *Estimated order time: 3 to 5 business days

 

  • Price must be reasonable
  • Include quote or product specification
  • Purchasing verifies if price is reasonable
  • *Estimated order time: 3 to 5 business days

 

*These time frames assume that the vendors are currently in the supplier file. It may take up to two weeks to add new vendors. The Purchasing department has the final say in vendor selection.

For eReqs $5,001—$10,000

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Dollar Amount

State

RF

UBF

$5,001—$10,000

  • Price must be reasonable
  • **Obtain 2 or 3 quotes 
  • Purchasing verifies if price is reasonable
  • *Order time: 5 to 15 business days

 

  • Price must be reasonable
  • **Include quote or product specification
  • Purchasing verifies if price is reasonable
  • *Estimated order time: 3 to 5 business days

 

  • Price must be reasonable
  • **Include quote or product specification
  • Purchasing verifies if price is reasonable
  • *Estimated order time: 3 to 5 business days

** All sole/single source procurements require written justification. 

*These time frames assume that the vendors are currently in the supplier file. It may take up to two weeks to add new vendors. The Purchasing department has the final say in vendor selection.

For eReqs $10,001—$50,000

Mobile Users: Swipe to scroll table

Dollar Amount

State

RF

UBF

$10,001—$50,000
  • Price must be reasonable
  • **Obtain 2 or 3 quotes 
  • Purchasing verifies if price is reasonable and obtains required forms from suppliers
  • *Estimated order time: 5 to 15 business days
  • Price must be reasonable
  • **Obtain 2 or 3 quotes
  • Purchasing verifies if price is reasonable
  • *Estimated order time: 5 to 15 business days

 

  • Price must be reasonable
  • **Obtain 2 or 3 quotes
  • Purchasing verifies if price is reasonable
  • *Estimated order time: 5 to 15 business days

 

** All sole/single source procurements require written justification. 

*These time frames assume that the vendors are currently in the supplier file. It may take up to two weeks to add new vendors. The Purchasing department has the final say in vendor selection.

For eReqs $50,001—$125,000

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Dollar Amount

State

RF

UBF

$50,001—$125,000
  • Advertised in New York State Contract Reporter
  • **Minimum of 3 sealed bids solicited by Purchasing (only purchasing can perform bidding)
  • Purchasing can use discretion up to $200,000 to award to a diversity supplier
  • *Estimated order time: up to 5 weeks
  • Price must be reasonable
  • **Obtain 3 written quotes
  • Sole source justification must be on department letterhead
  • Purchasing verifies if price is reasonable
  • *Estimated order time: up to 3 weeks
  • Prince must be reasonable
  • **Obtain 3 written quotes
  • Sole source justification must be on department letterhead
  • Purchasing verifies if price is reasonable
  • *Estimated order time: up to3 weeks

** All sole/single source procurements require written justification. 

*These time frames assume that the vendors are currently in the supplier file. It may take up to two weeks to add new vendors. The Purchasing department has the final say in vendor selection.

For eReqs $125,001—$250,000

Mobile Users: Swipe to scroll table

Dollar Amount

State

RF

UBF

$125,001—$250,000
  • Advertised in New York State Contract Reporter
  • **Minimum of 5 sealed bids solicited by Purchasing (only purchasing can perform bidding)
  • Purchasing will obtain the sealed bids
  • Purchasing can use discretion up to $200,000 to award to a diversity supplier
  • *Estimated order time: up to 12 weeks
  • Price must be reasonable
  • **Obtain 3 written  quotes
  • Purchasing verifies if price is reasonable
  • *Estimated order time: up to 3 weeks
  • Price must be reasonable
  • **Obtain 3 written  quotes
  • Purchasing verifies if price is reasonable
  • *Estimated order time: up to 3 weeks

** All sole/single source procurements require written justification. 

*These time frames assume that the vendors are currently in the supplier file. It may take up to two weeks to add new vendors. The Purchasing department has the final say in vendor selection.

For eReqs Over $250,000***

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Dollar Amount

State

RF

UBF

Over $250,000
  • Purchasing must obtain prior written consent from Attorney General and Office of State Comptroller (OSC)
  • **Advertised in New York State Contract Reporter
  • Minimum of 5 sealed bids solicited by Purchasing (only Purchasing can perform bidding)
  • *Estimated order time: up to 12 weeks
  • Price must be reasonable
  • **Obtain 3 written  quotes
  • Purchasing verifies if price is reasonable
  • *Estimated order time: up to 3 weeks
  • Price must be reasonable
  • **Obtain 3 written  quotes
  • Purchasing verifies if price is reasonable
  • *Estimated order time: up to 3 weeks

*** State expenditures over $250,000 for services require OSC approval.

** All sole/single source procurements require written justification. 

*These time frames assume that the vendors are currently in the supplier file. It may take up to two weeks to add new vendors. The Purchasing department has the final say in vendor selection.

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