The following are commonly used terms in Purchasing and Accounts Payable, provided to help ensure a shared understanding of key processes and terminology.
- PO = Purchase Order
- CO = Change Order (modifies a PO to increase or decrease funding lines, change an account #, etc.)
- RFQ = Request for Quote (<$75K)
- IFB = Invitation for Bid (required for $125K+, lowest cost wins)
- RFP = Request for Proposal (required for $75K+, highest score wins)
- P-Card = Procurement Card (for small purchases)
- RDD = Red Dragon Depot (e-procurement system)
- Preferred Sources = Corcraft, NYSPSP, & NYSID (must purchase if applicable)
- ROPC = Reasonableness of Price Checklist (required for purchases ≥ $2,500)
- Single Source Procurement = One or two vendors can supply commodity/service, but State agency selects 1 vendor over the other for reasons such as proprietary items; must document reasoning on ROPC
- Sole Source Procurement = Only one vendor can supply; document reasoning on ROPC
- NYSCR = NYS Contract Reporter (required for purchases ≥ $50,000 not off State Contract)
- OAG = Office of Attorney General (must sign all contracts ≥$75K)
- OSC = Office of the State Comptroller (must sign contracts ≥$75K)
- OGS = Office of General Services
- OGS State Contract = Vetted through RFP/IFB, available to all state agencies
- Standard Voucher = State form for vendors using SSN, candidate reimbursement, or employee reimbursement
- Travel Authorization Form = Required 2 weeks prior to travel and necessary regardless of reimbursement
- Travel Voucher = State form submitted within 30 days of travel
- OTM = Over-the-Max Lodging Request form