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  • Policies and Procedures

    Specific policies and procedures govern the activities of each function of Finance and Business. Click on the function below to see the related documents.

  • Procurement and Open Competition Compliance

    The following policy will guide all sourcing decisions.

    • The Procurement Department shall employ all best practices in a good faith effort to include minority and/or women-owned businesses (MWBE) in the competitive sourcing of goods and services to the University; and in accordance with applicable Board policy.
    • All significant transactions, as determined by the director of Strategic Sourcing and Contracts, in consideration of associated monetary value, risk, and other relevant factors, shall be competitively sourced under the management of the Procurement Department.
    • The principal vehicle for competitive sourcing for significant transactions shall be the Request for Proposal (RFP). RFP is defined as a formal method of receiving detailed and comparable proposals from different suppliers for a defined product or service. It is a comprehensive document that should provide all the required information needed to make an informed procurement decision. All RFPs shall be issued and administered in a fair and transparent manner to ensure that no advantage is given to any single bidding party.
    • All information received shall be handled in an appropriate discretionary manner by all university parties to protect the commercial and competitive interests of all parties.
    • The director of Strategic Sourcing and Contracts or other Procurement personnel shall evaluate all proposals in cooperation with the client department and other constituent parties as deemed relevant.
    • Under most circumstances, it is assumed the resulting contract shall be awarded to the low-price bidder; however, proposals shall be evaluated with the objective of maximizing overall value, and a vendor other than that offering the lowest price may be selected. Other factors to be considered include (but are not limited to) ability, availability, expertise, financial condition, financial arrangement, or contractual terms that might render an alternate selection more feasible. In such cases, the reasons for such selection shall be clearly documented.
    • The director of Strategic Sourcing and Contracts shall submit the recommended proposal and associated documentation to the Senior Director of Business Operations for review and development (in consultation with the Office of General Counsel) of a contract document.
    • All information regarding pricing, vendors, and bid procedures is confidential to the University and will not be distributed to any person or any company unless approved by the director of Strategic Sourcing and Contracts. Please contact the Procurement Department with any questions or comments at purchasing@newschool.edu or x3733.

    Credit Card Policy

    Applying for a University Credit Card

    As of January 1, 2013, all credit cards issued by The New School will be linked to the Concur online expense reimbursement interface. If you already have a New School credit card, you will be required to link it to Concur.

    The New School works with the Visa card program at Bank of America. This program provides an efficient, cost-effective method of paying for travel and small dollar items, as well as high-volume purchases and purchases you make on a regular basis. In order to request a card, you must complete the Application for University Issued Credit Card (DOC).

    Once you receive a university-issued credit card, you must accept responsibility for its protection and proper use as outlined in the Agreement and the Policies and Procedures pages on the Application for University Issued Credit Card. The university will audit the use of the card. You understand that the card is to be used for approved New School purchases and that you will source the purchases through New School-preferred vendors and contracted suppliers.

    Limits on your line of credit will be established by your manager or approver.

    The New School has the right to terminate a university-issued credit card at any time for any reason.

    Contact Gay Florio, travel and expense service manager, at 212.229.5660 x3658 or floriog@newschool.edu for additional information.

    Online Expense Reimbursement Process

    Beginning January 1, 2013, all New School travel and expense reimbursement reports should be submitted for processing through the Concur expense tool online. In order to access the Concur expense tool, you must complete the Application for Online Access to Travel, Travel and Expense Reimbursement Processing. Anyone who submits reports, including administrators and staff who create reports on behalf of others, must apply for access to the Concur expense tool.

    If you already have a Concur travel account, this expense tool will be added. Contact Gay Florio, travel and expense service manager, at 212.229.5660 x3658 or floriog@newschool.edu for additional information.

    Guidelines

    Using a university credit card is a quick and efficient way to procure general supplies from The New School's suppliers. By making purchases with a university credit card, you can reduce processing time and paperwork such as purchase orders, invoices, and checks. Many vendors have online ordering systems, which allow you to make purchases at your convenience.

    Please use your credit card for any purchase under $250. If the vendor will not accept a credit card, contact the Procurement Department.

    The Procurement Department no longer accepts requests for purchases for less than $1,000 from vendors on the preferred list with university credit card accounts. Orders can be placed directly with these vendors. Consult the preferred vendors list frequently for updated information.

    Contact the Procurement Department at purchasing@newschool.edu or 212.229.5323 x3733 with any questions.

    Vendor Information

    Visit our list of suppliers for commonly ordered products by commodity. A notation follows the names of vendors that accept the university's credit card.

    If you have a question or concern about an order, contact the vendor. If your question or concern is not handled to your satisfaction, contact the Procurement Department for assistance, at purchasing@newschool.edu or 212.229.5323 x3677.

    Accounting Policies