All acquisitions over $100 require a "Bard Purchase Order" issued by the Controller's Office, unless another arrangement has been approved in advance. The Purchase Order is a valuable document for many reasons, foremost that it confirms that funds are available and that the vendor best suited to meet the College's needs has been selected.
To initiate a purchase, the program Budget Manager should determine that a sufficient funding balance exists in the appropriate budget line. When available, a "Purchase Order Request Form" is completed and sent to the purchasing office. This document must include vendor name, address, city and state, fax number, account number and authorized signature of the local Budget Manager. Complete the form online, print , sign and send to the purchasing office via campus mail or fax to 758-7002.
To initiate a purchase, the program Budget Manager should determine that a sufficient funding balance exists in the appropriate budget line. When available, a "Purchase Order Request Form" is completed and sent to the purchasing office. This document must include vendor name, address, city and state, fax number, account number and authorized signature of the local Budget Manager. Complete the form online, print , sign and send to the purchasing office via campus mail or fax to 758-7002.
Bard College Purchasing Office
The mission of the Purchasing Office is to ensure value for money, transparency, and accountability in the procurement of goods and services by Bard College faculty, staff and students. No one at Bard College is permitted to set up vendor relations or accounts on their own behalf without the support of the Purchasing Office. This policy covers all procurement of goods, services, license fees, rentals, and leases.
We strive to achieve the following:
We strive to achieve the following:
- A high-level of customer satisfaction
- Streamlined processes and policies
- Identify opportunities for cost savings for goods and services, while maintaining the desired quality level.
- Using the Purchasing Office allows you to take advantage of our tax-exempt status
- Preferred pricing – many of our vendors provide us with discounted pricing
Bard College Corporate Card
The Bard College Corporate Card is for reasonable and appropriate travel and business related expenses only. Bard College will pay practical and properly documented expenses and it is expected that proper judgement will be used by all individual card holders. This policy is subject to change.
View Policy:
View Policy:
Reimbursement Guidelines
These guidelines are for payments to a Vendor or Employee non-travel related reimbursement.
The Accounts Payable office is responsible for ensuring that all requirements have been met prior to authorizing payment to a vendor or employee. All payments and reimbursements require a completed Bard Check Request form and the following information must be included in order to facilitate the timely processing of payments.
The Accounts Payable office is responsible for ensuring that all requirements have been met prior to authorizing payment to a vendor or employee. All payments and reimbursements require a completed Bard Check Request form and the following information must be included in order to facilitate the timely processing of payments.
- A complete Bard account number.
- Complete and accurate vendor names and address.
- The vendor federal identification number or social security number (required for consultants and other professional services).
- An original invoice from the vendor describing the goods or services provided.
- Any applicable discounts including NYS sales tax exemption.
- The signature of the program Budget Manager authorizing the payment.
Other Purchasing Guides & Policies
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Note: The Controller's Office must approve all requests that deviate from the guidelines as stipulated in this website.