Purchasing and Payments

Purchases and payments made through the RF via an awarded grant must comply with specified rules and procedures, the Office of Research and Sponsored Programs is here to answer any questions regarding grant spending.

All purchases made through the Research Foundation (RF):

Must be made under the new streamlined procurement Policy, Policy No. 551. This change was made effective as of July 1st, 2025. All purchasing and procurement policies and guidelines as set forth by Policy No. 551 apply to all officially designated persons, Project Directors (Project Investigators (PIs)), and designees otherwise authorized to expend grant funds.

The Policy establishes the following guidelines:

  • The dollar amount of a procurement must reflect the aggregate (sum) of the purchase price that the PI expects to spend on a particular procurement. That is, a procurement may not be divided into multiple transactions to evade the Purchase Threshold set forth by Policy No. 551.
  • For Large Purchases (Purchases totaling $250,000.00 and above):

    • a) Sealed Bids: PIs must submit at least 3 written bids from qualified bidders, accompanied by supporting documentation, and a statement of reasons explicating why the vendor was chosen, with a price or cost analysis. Bids will be awarded to a bidder who conforms to all terms and conditions of the bidding invitation and is the lowest price.

    b)Proposals: PIs must submit at least 3 proposals from qualified sources alongside supporting documentation, and a statement of reasons explaining why the vendor was chosen, with a price or cost analysis. The awarded proposal will be to a vendor whose proposal is advantageous, conforming to all terms and conditions of the proposal for purchase, and when price and other contributing factors are considered, is most prudent.

    Please Note: All solicitations must comply with Uniform Guidance 2 CFR Section 2.

  • For all non-competitive procurements, including the aggregate dollar amount for procurements that do not exceed the micro purchase threshold of $50,000.00, or where the item is only available from a single (sole) source:

    • a) A single source justification is required. This written justification outlines why a particular vendor is chosen without a price or rate quotations, proposals, or bids.

    b) This justification must include the circumstances applicable to qualify the procurement as a single source procurement, the selection process for the vendor, the area of expertise for the vendor, and the reasonableness of the vendor's fees, including vendor qualifications.  

  • The PI must conform to the approved award budget and sponsor requirements.
  • PIs are exempt from sales tax in New York, New Jersey, Florida, Missouri, Ohio, Rhode Island, and Tennessee, and the RF is exempt from New York City Hotel Occupancy Taxes as well. Note: There is no reimbursement for sales tax.

    • Note: As RF CUNY is a non-profit organization, any sales tax incurred as a result of failure to adhere to the procurement guidelines will not be reimbursed.

Please keep in mind:

  • Any purchases via a grant fund must occur before the termination date of the award.
    Note: All Expenditures Must Be Submitted Within 60 Days After The Budget Period End Date!
  • YC may have a role in the approval of expenditures.
  • The use of minority, disadvantaged, women-owned, and small business vendors is encouraged AND sometimes required.
  • PIs are held liable for all orders placed by the project staff directly to vendors
  • Certain vendors have contracts with the State of New York and provide goods and services at discounted rates. As such, purchases made through the RF qualify for these rates.

Purchasing Guidelines

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Revised: November 12, 2025