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Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures

Advisory Number: 47
Advisory Name:

Purchase Orders and Procurement Card Use

Date Issued:

03/28/2018

Date Last Updated: 03/28/2018
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.


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