Procurement Q&A

Purchases of goods and services in which the total order amount (including taxes) is between RMB 5,001 and RMB 100,000, the requester must submit a Purchase Requisition to Supply Services. Allowing for time to identify the vendor and negotiate, a Purchase Order will normally be issued by Supply Services within 5 business days from the date the Purchase Requisition is approved by Supply Services. Special circumstances may extend the timeline.

Purchases of goods and services in which the total order amount is between RMB 100,001 and RMB 500,000, the requester must submit a Purchase Requisition and fully defined specification of requirements to Supply Services. Allowing for time to identify the vendor and negotiate, a Purchase Order will normally be issued within 10 business days from the date the Purchase Requisition is approved by Procurement. Special circumstances may extend the timeline. A minimum of 2 quotes are required, unless Sole Source Justification is submitted or the selected vendor is on the Preferred Vendor List.

Purchases of goods and services in which the total amount is between RMB 500,001 and RMB 1,000,000, the requester must submit to Supply Services a Sole Source Justification or a Purchase Requisition together with a RFP with all technical specifications of requirements as well as vendor qualifications. If the requester submits a Purchase Requisition and RFP, Supply Services will solicit bids that meet the requirements of the RFP from at least three vendors and the whole process takes about 1-2 months.

Purchases of goods and services in which the total amount is greater than RMB
1,000,000, Public Bidding is required. The requester must submit a Purchase Requisition together with a RFP with all technical specification of requirements as well as vendor qualification to Supply Services. The open bidding process is managed by an authorized third party bidding agent and takes about 2 – 3 months due to mandatory online posting requirement. Supply Services will be the coordinator between the requester and bidding agent.
 

In cases in which only one supplier is acceptable to the requesting department, the Purchase Requisition must be accompanied by a Sole Source Justification indicating why no substitute is acceptable. The Sole Source Justification does not guarantee the proposed supplier will be selected. Supply Services will contact the requester in situations where the Sole Source Justification is in question and may propose alternatives to meet the purchasing need. All Sole Source Justifications must be approved by the cost center manager, and, when the total order amount for the purchase of goods or services exceeds RMB 100,000, by the Vice Chancellor. Every sole source case is required to be reviewed by procurement before presented to the approver. Finally, the Vice Chancellor will sign and approve every sole source case.

This form must be completed in its entirety by the requester and relevant approvers prior to NYU Shanghai entering into a contract for the purchase of goods or services.

Purchases of goods and services in which the total order/contract amount (including taxes) is between RMB 5,001 and RMB 100,000 need the approval from head of Supply Services. He/She has to sign for the Purchase Order/Contract. Purchases of goods and services in which the total order/contract amount is between RMB 100,001 and RMB 500,000 need the approval from CFO. CFO has to sign for the Purchase Order/Contract. Purchases of goods and services in which the total order/contract amount is greater than RMB 500,000 need the approval from Vice Chancellor. Vice Chancellor has to sign for the Purchase Order/Contract.

Usually the lead time of book order is 6-8 weeks. If some titles were involved
in sales and importation restriction to China, maybe launch a discussion on seeking for alternative solution.
 

It takes about 6 weeks to complete a tax exemption application and get the approval from customs. The cost of importing and tax exemption is about 5%-10% of the total goods value, the minimum is about RMB 10,000/shipment. Electronic equipment needs CCC certification. Used electronics needs pre-inspection (invite CIQ officer go to export country to inspect the goods before the goods are imported to China).

Yes, it’s better to have an early heads-up for Supply Service to identify the vendor and negotiate. If it requires new vendor setup process or contract review process, the timeline may be extended.

It all depends. If the total amount is above 5,000 RMB, a REQ is required under an available P-card in Workday system. Otherwise, you can go through expense report payment process.

Yes. According to the requirements of EHS, all chemicals including inorganic/organic/biological chemicals need submit Purchase Requisition in workday in order to register and take good care of them.

(1) If the actual order amount is less than the original demand amount, the purchase can be changed directly; (2) If due to the number, content, or other reasons, the actual order amount is greater than the original demand amount, considering the need for budget approval, the requester should apply to close the original REQ and submit a new REQ; or submit a REQ separately for the supplemented part while maintaining the original REQ unchanged.