Purchasing

Orders of any amount can be processed in the Marketplace for all registered vendors. Any amount above $10K or more will require a valid, non-expired awarded quote. For price analysis, you must submit the awarded quote along with two additional quotes from qualified suppliers. Alternatively, you may provide a Single/Source Justification form that includes your reason and a redacted quote from the awarded vendor. The redacted quote must be addressed to a different organization, dated within the last 12 months, and must disclose the cost for the same or a similar product. This process is in place to ensure fair pricing.

Follow this link for the competitive procurement policy: https://universitypolicies.columbia.edu/content/competitive-procurement

1. When selecting items from the Marketplace, the Category Codes and associated Accounts for each product are automatically filled in for each line/item in your cart.

2. If you hold a Requisition Initiator Role in the CU Marketplace, it's crucial to ensure the accuracy of the Account. If needed, please edit the Account before submitting the requisition for approval. You may have to enter the Account twice before the system accepts it. Any requisition with an incorrect Account will be returned for correction.

3. For those with a Shopper Role, kindly provide the Bill to and Ship to address (mention the lab name with the shipping information). Also, enter the chart string/funding source, or, if unknown, identify the funding source in the comments/internal notes section before assigning a cart.  The Business Office can always make adjustments to the Account and chart string for Active Carts.  Shopping carts should be assigned to Vivian Polanco, Jeser Jimenez, or Felix Sanchez.

Here is a list of the most common Accounts that you might need when submitting requisitions. If you're unsure about which Account to use, please feel free to contact our office for clarification.
 

• Lab Supplies and Equipment up to $2,500 (unit price)
  • Account 61500- Lab Supplies General
• Minor Equipment over $2,500 and up to $5K (unit price)
  • Account 61910 - Minor Equipment General
• Computers and accessories up to $5K (unit price)
  • Account 61925 - Minor Equipment Computers
• Office Supplies – Staples (office supplies must be on an individual requisition/cart). Office supplies are not to be charged against a grant. This type of expense is charged to the PI's UR or Gift account.
  • Account 61410 -Office Supplies General
• Capital Equipment over $5k (unit price)
  • Account 68020 (Capital Equipment Scientific)
  • Account 68010 (Capital Equipment General)
  • Account 68100 (Components) - Enter the Fabrication code or Asset profile in the internal notes/comment section
  • Account 68025 (Computer over $5K)

When purchasing an item that must be categorized as a Capital Expense, the requested item(s) must be on a Requisition that does not include non-Capital Expense items.  

Please select "Yes" from the Capital Expense dropdown menu and provide the Asset Location, including the building and room number where the equipment will be located.

If the purchase is a replacement item, please provide the following details for the existing asset:

• CU ID number
• Serial number
• Building and room location
• Purchase Order (PO) number 

If the replacement unit will be located at a different location, complete location details in the Asset Location field.

You must enter the following information when purchasing capital equipment

• Capital asset type
• Asset Locaton
• Asset profile identification:
  • ESCIE-10 (Scientific Equipment)
    
    Category code: 41100000 – Laboratory and Scientific Equipment
    
    Account: 68020 – Capital Scientific Equipment
  • ECOMP-5 (Computer Equipment)
    
    Category code: 43210000 – Computer Equipment & Accessories
    
    Account: 68025 – Capital Computer Equipment
• Capital Related Tag / Asset ID (if known)
• Asset custodian (PI’s UNI)

If you prefer, send the quote, and the entire package, completed Tracking Order Form, PI Approval, Asset Location information (Building, Floor, and Room Number) & Fabrication number (if applicable) to [email protected], and the Business Office will process the requisition.

Bulk Purchases

If you need to purchase products in bulk to receive reduced pricing beyond Columbia’s negotiated rates, or if an item is unavailable from a vendor in the CU Marketplace, please visit the Columbia Blue Pages Shopping Directory.   

If a supplier supports Quote-to-Punchout, contact the supplier directly to request a quote. Once the quote is issued, retrieve it through the vendor’s Punchout website. Most vendors that offer Quote-to-Punchout provide step-by-step instructions on accessing and importing quotes.  If a link to the instructions for the Quote-to-Punchout is unavailable, please reach out to the supplier for assistance.  If the vendor is not listed in the Marketplace, send us the quote and the required paperwork.

Note: Discount codes are not required in the CU Marketplace, as prices already reflect the discounts negotiated by Columbia with enabled vendors.

Billing Address (1027030330):

Columbia University
Chemistry Dept Bus Off 3^rd Fl Rm 330
3000 Broadway, MC 3170
New York, NY 10027
Attention: Business Office

Shipping Address (1008010154):

Columbia University
Chemistry Department
3010 Broadway, 1st floor
Chandler Labs, Room 154
New York, NY 10027