Procurement

Note: Links for forms (if it opens in a separate tab - select download).

Allowable Expenditures Form

Guest Speaker Agreement In order to do business with New York State, the speaker/presenter must be enrolled in the New York State Vendor File. This also includes foreign vendors

IT Procurement Policy with links (Software purchases require vendor to provide accessibility information - called a VPAT)

Purchase Requisition - Fillable (Download to make changes)

Substitute W-9

Green Purchasing Information Resources

1. Notice of Single Source Procurements Awarded:

*These notifications are provided in compliance with New York State Finance Law 163 sections 12, 13 and 14

2. Purchase Requisitions

General Information and Methods of Purchasing

All items purchased from funds should be ordered via requisition. Employees making purchases, without prior authorization via a purchase order, can be held responsible for the payment. SUNY Oneonta does not authorize purchases from vendors who do not accept purchase orders unless we are able to order with the campus VISA card. Every attempt should be made to purchase first from a MWBE or State Contract vendor. Departments should not place their own orders unless arrangements have been worked out ahead of time with the Purchasing staff.

• PDF Requisition Form available at the above links – follow instructions below. Upon completion, send to Procurement and Travel at procurementandtravel@oneonta.edu.
• Reimbursement for items purchased - In no case should an item be purchased and later submitted for reimbursement to the employee, with the exception of travel or candidate meals, unless specific arrangements have been made ahead of time, and in no case, without a purchase requisition signed by the account manager.

Instructions For Completion of Requisition Forms

If necessary, Purchase Requisition forms may be printed from the link provided above, and subsequently scanned to Procurement and Travel. Please submit the requisition electronically to procurementandtravel@oneonta.edu. A separate requisition form is needed for each vendor.

1. (Suggested) Vendor Information (SUNY Oneonta has the final determination as to where an item will be purchased from.)

   1. Name

   2. Complete address, including street/city/zip code

   3. Phone and fax numbers. (If the fax number is included, the Purchasing Department will automatically fax the order to the vendor.)

   4. An email contact at the vendor

   5. Federal Identification number. All purchase requisitions must include this number.

2. SUNY Account and Subaccount Numbers – The account(s) that should be charged for this purchase. One requisition may be used by one or more departments with various accounts. Include how much should be charged to each account, and have the requisition signed with the appropriate authorized signatures for each account. P&T will assign the object code.

3. Description - Include, when applicable

   1. A clear description of the item / service (needed to assign an object code), and a description of how it will be used, or why it is needed.

   2. Catalog/Part number

   3. Make/Model number

   4. Color/size

   5. Packaging information – include how many items in package

4. Quantity – The quantity should agree with the unit listed (Example: if items are sold as individual units, list as 12 ea, not 1 dozen.

5. Unit – How items are packaged (Example: each, dozen, thousand, package)

6. Unit Price – This price should be for the unit specified. If an item is FREE, make sure to indicate this in the unit price field.

7. Total– This is the total amount for this particular item. (Multiply quantity by unit price.)

8. Total Amount of Order – Total of all items included on requisition

9. Department – Print name of the department ordering. This information is critical for Central Receiving to know where items are to be delivered. (If you would like items delivered to a location other than the ordering department, include this information in the Description area.)

10. Authorized Signature – Signature of authorized Account Manager assigned to the account being charged. Purchasing maintains an annual listing of all authorized signatures. Alternates must be listed on the authorization form in order to sign a requisition. Unauthorized signatures will result in requisition being returned to the submitting department.

11. Attachments - should be attached behind the requisition. Include a scan of any backup information to keep in your files.

12. Submit completed form to the Procurement & Travel Department, procurementandtravel@oneonta.edu. The majority of requisitions can be completed within 3 working days, and you should receive notification from Purchasing (via an emailed copy of the PO, or a signature sheet if the purchase was put on a procurement card.) within 5-7 days after submitting your requisition.

13. Special Instructions - should be written directly on the requisition. The more information we have, the better we will be able to meet your needs. Special instructions may include the following:

    1. “The vendor’s copy of the purchase order should be returned to the requisitioning department” so they can pick up the items themselves, or so they can mail additional information to the vendor.

    2. “The vendor listed should be used because...”.

    3. “The items/services are needed by a special date.” (Please highlight this information so we can include it on the purchase order.)

    4. “The purchase order should be emailed to the vendor”. If a department includes an email contact for the vendor on the requisition, P&T will email the purchase order to the vendor. (If they can't accept an email, please include a fax number)

Reporting Receipt of Items

Items / Services Ordered with a Purchase Order

The Procurement and Travel Office cannot pay invoices unless they have confirmation of receipt of orders. The P&T Office sends a copy of the Purchase Order to the ordering department - via email.

When an order is received, the department should notify the Procurement and Travel Office (procurementandTravel@oneonta.edu), to allow payment of the invoice.
The email should include the following:

• Date items received or services performed
• Scanned Packing slips if available
• The email should not come from the same person who signed the original requisition that placed the order

Second option, if P&T has not had notification of receipt, a member of the department (not the signer of the requisition) may sign the invoice, or packing slip, with the date received and a full signature.

The third option is: if the invoice comes into P&T, we will send out the invoice, using AdobeSign to obtain verification of receipt.

Items Ordered without a Purchase Order (NOR – No Order Requested)

It is rare that something that is not being charged to the P-card, should be purchased without a purchase order. Items like conference or college fair registrations are examples of when this is acceptable.

When a registration, college fair, etc is paid via check, the ordering department will receive a copy of their requisition and a receiving document to be signed and dated after the event, etc has been “received.”

Examples: Registration: sign after a person attends a conference or college fair.
Subscriptions: sign once access to the journal has been verified.

Items Ordered using the Procurement Card

The Procurement & Travel office may opt to purchase commodities using the SUNY Oneonta credit card. When an order is placed using the credit card, the ordering department will receive a copy of their requisition and a receiving document. (Known commonly as The Purple or The Teal).

When the items are received, indicate that the order is complete and sign and date the form.

If there is an issue with the order and you will not be receiving the complete order, indicate that only part of the order has been received. Include an explanation of the change in the order.
Please note, the signature of person confirming the filled order must not be the same person who signed the original requisition that placed the order. This is a matter of internal controls.

P-card holders in campus departments are expected to follow the SUNY procedures for the use of that card.

3. Selecting a Vendor and Dollar Limit Rules

Please feel free to contact the Purchasing Department for help in selecting a vendor!

First consideration should always be given to purchasing from:

• State Preferred sources (NYS Preferred Source Program for New Yorkers Who are Blind, NY Industries for the Disabled, and New York State Corrections) It is the policy of the State University to utilize preferred sources whenever possible. These include the Division of Correctional Industries (CORCRAFT) and NYSID –New York Industries for the Disabled. We may, however, consider whether form, function and utility of the products or services from these sources meet our needs.
• Minority and Woman Owned Businesses It is the policy of the State University to ensure that New York State certified minority-and women-owned business enterprises (M/WBEs) are given the opportunity to demonstrate their ability to provide the University with commodities and services at competitive prices. SUNY Oneonta strongly encourages the selection of M/WBE vendors when possible. SUNY Oneonta is required to spend 30% of its discretionary spend with MWBE businesses, as per SUNY Procedure 7557.
• State Contracts Many items have been negotiated under contract by the Office of General Services (OGS) at excellent rates. To see if your item may be available under a State contract, please check this OGS website.

4. Dollar Thresholds for Purchases

We all share the responsibility to comply with state and SUNY regulations and to maximize the value received from university resources in the purchase of supplies, equipment, and services. When making your procurement decisions for goods and/or services that are not on a state contract, please provide documentation with your purchase orders to demonstrate “reasonableness of price” (e.g. quotes, advertisements or web searches) and follow these guidelines for the threshold levels listed below:

Procurement Guidelines and Dollar Thresholds

These guidelines reflect New York State procurement policies in place to ensure fair and open competition.

Special Compliance Notes

Multi-year Contracts: The obligation incurred over the entire set term must be considered, rather than the annual amount alone.

MWBE Requirement: Procurements of $25,000 and above have an MWBE requirement to solicit commodity and/or service from a New York State certified minority or women owned business enterprise whenever possible. Entities that are certified MWBE will be listed in the NYS M/WBE database.

Project Sunlight: We are mandated by NYS to report meetings of influence (“appearances”) related to procurement and large-scale contracts over $25,000. When speaking with vendors in person or via web presence while investigating product options, the project sunlight reporting form must be completed. (Phone conversations are exempt). Please visit the Project Sunlight page for more information.

Please use this link through SUNY as a more specific guide to your procurement decisions.

If you have any additional questions do not hesitate to contact P&T at x2555, or Director of Business Services x2583

Exceptions to the above limits:
Any items/services covered by a New York State Office of General Services contract do not require any additional competition, although the MWBE goal applies to purchases over $25,000 if there are MWBE resellers available. Those purchased from a preferred source (workshops for the blind, mentally ill, Division of Correctional Industries, etc.) may not require any additional competition, depending on dollar value of purchase. (Only contracts issued by the State of New York are exempt. Federal Government contracts do not qualify and must follow the above rules.)

5. Special Purchases

Blanket Orders

Used for multiple small dollar purchases from the same vendor. Once a blanket order has been set up by the Purchasing Office, you can place your own orders by fax, phone, or pick up, referencing the assigned purchase order number on communications with the vendor.

To receive a Blanket Order:

• Complete a Purchase Requisition in the normal manner, but write “BLANKET ORDER” in the first line of description field.
• Describe the types of goods/services that will be covered by the blanket order.
• Include time period the order will cover. Most orders run from July 1 through June 30, SUNY Oneonta’s fiscal year.

After receipt or ordered items:

• Notify Accounts Payable by marking the packing slip “OKAY to PAY” or by emailing Accounts Payable.
• Notifications must include description and count of items received, the amount the invoice should be, and refer to the assigned purchase order number.
• Adjustments to the blanket order may be made via email request to procurementandtravel@oneonta.edu.

Honoraria/Personal Services

Payments made to individuals who have provided teaching or lecturer services for SUNY Oneonta. SUNY employees (including employees at other SUNY agencies) must be paid via payroll and may NOT be paid via this method.

There are two steps to request an Honoraria payment:

1. Before the engagement, submit a requisition form with the speaker’s name, home address and phone number in the Vendor section of the form, the remainder of the form filled out as any other requisition. Also request a W-9 form and email address so the individual can be entered into the NYS Vendor System. Send Requisition and W-9 to Procurement and Travel to be entered.
2. If the speaker is being paid travel expenses, as detailed in their services agreement, they should fill out a travel voucher and provide necessary receipts. Please note that speakers being paid an honorarium, will not be reimbursed for meals, their honorarium amount should include that cost.
   • Name and Home address
   • Description and date(s) of service provided
   • Amount of money due for services
   • Signature of payee

Please be sure your speaker understands that they will not be paid before, or the day of, their performance. We will enter the payment after the service is confirmed and the standard voucher/invoice is received.

When the speaker is present, they must complete and sign a Standard Voucher, or provide an invoice. Download the Standard Voucher form. Required information on the form includes:

Memberships

Must be institutional memberships - the Office of the State Comptroller does not allow payment for individual memberships.

• Over $5,000 require written justification of the benefits to SUNY Oneonta.
• Submit via a purchase requisition, attaching membership documents.

Equipment Maintenance Orders

Orders are set up to cover the July 1 – June 30 year of maintenance for your equipment. If a contract is required for the Maintenance Order, the contract must be reviewed and signed by the Vice President for Finance & Administration first. Complete a purchase requisition for the maintenance plan, including the following:

• Make and description of equipment item(s)
• Model and Serial number(s)
• Location where equipment is located
• Period covered by the Order

Conference Registrations

Should be pre-paid by SUNY Oneonta. Submit requisition as soon as attendance is planned, with the following required information:

• Location and name of the conference or seminar (include city and state)
• Dates of the event
• Name(s) of individual(s) attending, including names of possible alternates
• Indicate if you have already faxed, mailed or called in your registration
• Attach your Registration form
• If on-line registration is available, call x2699 and make an appointment to come to the Procurement and Travel Office to register. You must bring the signed requisition with you.

Subscriptions

• May ONLY be delivered to a university address
• Are processed for one year at a time, even if multiple year subscriptions would cost less
• SUNY Oneonta uses EBSCO Subscription Services for the majority of subscriptions
• For requests for a new subscription, complete Purchase Requisition, with vendor EBSCO, including the following information:
  • Name and title of employee receiving subscription
  • Department/delivery address
  • Name of publication
  • If available, complete and attach subscription notification card

Visa Purchases

SUNY Oneonta's Purchasing Office often completes purchase requisitions with VISA procurement cards, so you may order items from vendors who only accept payment via credit card. Screenshot or provide links to the items you wish to order and attach to your requisition.

The Procurement VISA card may NOT be used for TRAVEL, with the exception of Conference Registration fees. This is a condition of the card, not a guideline established by the campus.

Contracts

All contracts must be reviewed prior to acceptance. Please forward all contracts with vendor contact information to the Office of Finance and Administration. Authorized signatories of SUNY Oneonta for contracts include only SUNY Oneonta President, Vice Presidents, Controller and Assistant Vice President for Administration.

6. Allowable Expenditures

These expenditure/reimbursement guidelines are intended to assist university personnel in determining whether particular types of expenditures are allowable from State* funds. Finance and Administration staff may require written justification for some categories. Please direct any questions regarding this document or items not addressed herein to the Manager of Procurement & Travel (2555).