Purchasing Dollar Thresholds

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 requisitions submitted through the eRequisition system (eReq) or ShopBlue.

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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
Order Processing Delays

Due to COVID-19, there may be delays in the processing of eReq and ShopBlue orders.  This may result in order times longer than the estimates listed here. Please plan accordingly and allow additional time for all order processing. Contact the appropriate buyer with further questions.

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 requisition process
  • Transaction must be appropriate to grant or account
  • Participating Suppliers:  VWR, FedEx, and Fisher Scientific
  • Per transaction limit is $4,999.  Orders over limit use requisition process
  • Transaction must be appropriate to grant or account
  • Participating Suppliers:  VWR, FedEx, and Fisher Scientific
  • Per transaction limit is $4,999.  Orders over limit use requisition process
  • Transaction must be appropriate to grant or account
  • Participating Suppliers:  VWR, FedEx, and Fisher Scientific

For Procurement Cards

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Dollar Amount

State

RF

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

For Requisitions $0—$2,499

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Dollar Amount

State

RF

UBF

$0—$2,499
  • Price must be reasonable
  • Include quote or product specification
  • *Estimated order time: 3 to 5 business days

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

 
  • Price must be reasonable
  • Include quote or product specification
  • *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 Requisitions $2,500—$4,999

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Dollar Amount

State

RF

UBF

$2,500—$4,999
  • Price must be reasonable
  • **Obtain a total of 2 quotes
  • *Estimated order time: 3 to 5 business days

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

 
  • Price must be reasonable
  • Include quote or product specification
  • *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 Requisitions $5,000—$9,999

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Dollar Amount

State

RF

UBF

$5,000—$9,999
  • Price must be reasonable
  • **Obtain a total of 2 or 3 quotes 
  • *Order time: 5 to 15 business days

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

 
  • Price must be reasonable
  • Include quote or product specification
  • *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 Requisitions $10,000—$49,999

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Dollar Amount

State

RF

UBF
$10,000—$49,999
  • Price must be reasonable
  • **Obtain a total of 2 or 3 quotes 
  • *Estimated order time: 5 to 15 business days
  • Price must be reasonable
  • **Obtain a total of 2 or 3 quotes
  • Federally funded purchases $25,000+ require debarment form, Visual Compliance, or System for Award Management check
  • *Estimated order time: 5 to 15 business days

 
  • Price must be reasonable
  • **Obtain a total of 2 or 3 quotes
  • *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.

Multi-year Agreements

When considering dollar thresholds for multi-year agreements or contracts, the total value over the term of the agreement determines the dollar amount, not just the initial purchase or first year.

For example, a five year agreement at $20,000 per year would have a total value of $100,000 and fall within the $75,000 - $124,999 dollar threshold.

For Requisitions $50,000 - $74,999

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Dollar Amount

State

RF

UBF
$50,000—$74,999
  • Advertised in New York State Contract Reporter
  • **Obtain a total of 3 quotes
  • Purchasing may determine a sealed bid is required
  • *Estimated order time: up to 1-2 months
  • Price must be reasonable
  • **Obtain 3 quotes
  • Federally funded purchases require debarment form, Visual Compliance, or System for Award Management check
  • *Estimated order time: 3+ weeks
  • Price must be reasonable
  • **Obtain 3 quotes
  • *Estimated order time: 3+ weeks

** All sole/single source procurements require written justification. Pre-approval by Office of the State Comptroller is required on sole/single source state purchases over $50,000.

*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.

Technology Orders May Require Additional Processing Time

Technology orders, regardless of dollar amount and funding source, can take additional processing time to accommodate the required pre-purchase process, contract solicitation requirements, and review and negotiation of terms and conditions.  Buyer will notify of estimated order time after review.

For Requisitions $75,000 - $124,999

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Dollar Amount State RF UBF
$75,000—$124,999
  • Advertised in New York State Contract Reporter
  • **Obtain a total of 3 quotes
  • Pre-Approval by Attorney General and Office of the State Comptroller is required†
  • Purchasing may determine a sealed bid is required
  • *Estimated order time: up to 3-5 months
  • Price must be reasonable
  • **Obtain 3 quotes
  • Federally funded purchases require debarment form, Visual Compliance, or System for Award Management check
  • *Estimated order time: 3+ weeks
  • Price must be reasonable
  • **Obtain 3 quotes
  • *Estimated order time: 3+ weeks

** All sole/single source procurements require written justification. Pre-approval by Office of the State Comptroller is required on sole/single source state purchases over $50,000.

*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.

†The pre-approval threshold for Dental Clinic purchases is $150,000.

For Requisitions $125,000+

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Dollar Amount

State

RF

UBF
$125,000+
  • Advertised in New York State Contract Reporter
  • **Minimum of 5 sealed bids solicited by Purchasing (only Purchasing can perform bidding)
  • Pre-Approval by Attorney General and Office of the State Comptroller is required†
  • Purchasing may use discretion to award to a MWBE/SDVOB supplier
  • *Estimated order time: up to 4-6 months
  • Price must be reasonable
  • **Obtain 3 written quotes
  • Federally funded purchases require debarment form, Visual Compliance, or System for Award Management check
  • *Estimated order time: 3+ weeks
  • Price must be reasonable
  • **Obtain 3 written quotes
  • *Estimated order time: 3+ weeks

** All sole/single source procurements require written justification. Pre-approval by Office of the State Comptroller is required on sole/single source state purchases over $50,000.

*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.

†The pre-approval threshold for Dental Clinic purchases is $150,000.

Office of General Services (OGS) Centralized Contract Purchases

All state-funded one-time and aggregate purchases over a twelve (12) month period of $200,000 or more require the pre-approval of the Office of the State Comptroller.