Small Dollar & Local Vendor Purchases

Policies and Procedures to simplify and expedite


Purchase Orders

  1. The limit of each in-town purchase without a Purchase Order has been increased to a total of $500.00. You will be required to have a proper I.D. and Banner department budget number. All in-town purchases over $500 require a Purchase Order.
  2. Purchases from out-of-town vendors (outside the Village of Hamilton) do not require a Purchase Order if
    1. the purchase is under $500.00,
    2. payment is made with net terms, in cash, personal check or personal credit card and
    3. the goods will be picked up by authorized university personnel.
  3. If you wish to have your purchase delivered to Colgate directly, a Purchase Order must be obtained regardless of the dollar amount.
  4. For any purchase without a Purchase Order, you should obtain a sales tax exemption form from the Controller's Office. Requests for reimbursement should be directed to the Controller's Office.
  5. A Purchase Order is not required for the purchase of local in-town grocery items.
  6. All orders over $500 require a requisistion to be forwarded to the Purchasing Department along with the following:                    

                     {Purchases over $10,000 require three competitive written quotes to be submitted}

Disbursement Vouchers

  1. Disbursement vouchers requesting checks for the purchase of pamphlets, brochures and similar items, should be sent directly to the Controller's Office with supporting documentation. The departments name should be written in the "ship-to" section on the vendor form.
  2. Regular magazine and journal subscriptions will be processed by the Controller's Office. The vendor's order form or documentation should be included with the disbursement voucher.
  3. Registration forms for conferences and seminars should be sent directly to the Controller's Office (accompanied with a disbursement voucher) unless a Purchase Order is required.
  4. Membership fees for organizations should be sent directly to the Controller's Office (accompanied with a disbursement voucher).


Last Update: March 27, 2002
Questions to:Purchasing