Initiating purchase requests, requisition status, developing specifications, and judging quality of materials, equipment or services received must, in many instances, be done by the ultimate end-user of the material, equipment or services. The type of service rendered to this campus by the Purchasing Department will depend largely upon the needs and requirements of the requisitioner.
Purchases can be made utilizing State-appropriated funds, Income fund reimbursable accounts, and Dormitory operating funds. Using these resources purchase requests can be processed through several mediums:
1. SUNY WEB procurement application (preferred method)
2. Manual Requisitions (manual completion of the requisition form)
3. Procurement Card (directly assigned to an employee)
1. SUNY Web Procurement
Departments may utilize the SUNY Web Procurement application to initiate a purchase.
The signing and approval of the requisition will be electronic and will follow a pre-determined WorkFlow process. By providing for the electronic storage and routing of documents, an electronic form can be simultaneously routed to several individuals eliminating the need for copies. Document modifications and comments can be electronically stored and personnel in different geographic locations will receive the document at the same time, eliminating mail or fax delays. WorkFlow provides many people with access to the document simultaneously. It provides the status of a document and can be monitored at any time. There are no lost, misfiled or misplaced documents, and all documents are protected in a secure environment.
An example of this concept: a requisition input by the Facilities department; the system provides the capability for Facilities to input requisitions without creating purchase orders, and electronically route the requisition documents to the purchasing department. The system obligates the funds as soon as the requisition is input. Through the various stages of the procurement cycle (requisition, ordered, received, invoiced, paid, etc.) the system provides for monitoring by the Facilities department. Facilities can monitor other information (i.e., account balance, purchase order balance) for the accounts that it has "control" over with resource level protection through the security system.
Electronic signatures or implied electronic signatures are one or a combination of things that uniquely identify the sender or receiver of a record. This signature information is created, stored, generated, received or communicated by electronic means. The system will implement electronic signatures in all applicable areas and will adhere to current NYS rules, regulations and guidelines.
2. Manual Requisitions
Paper requisition forms must be completed with the Vendor Name, Address, SFS Identification Number, Item(s) Description, Quantity, Price per Unit, Total Cost, Funding Account Number, and signed by the Budget Holder (Director, Chairperson, Dean, Vice President or President). All quotes or invoices must be attached and then forwarded to the Business Office to create a purchase order, or process payment.
The Purchasing Staff will create a Purchase Order (PO) and forward a copy to the vendor via fax, email, or postal service. All invoices should be delivered to the Business Office and should include the PO number, on the invoice and packing slip.
Requisition Status: If you call the Purchasing Department to check on the status of a department's requisition, please have the requisition number, the department account number, and vendor name available. You can also check directly the status of your Web Req through the Web Req system. Requisitions are processed daily by Purchasing and are tracked by department and requisition number.
3. Procurement Card
The Citibank Visa Procurement Card Program (Pcard) offers the State University of New York campuses an alternative procurement method when making purchases of commodities that cost $2,500 or less. The program is intended to afford SUNY Campuses an opportunity to reduce the time between requesting, ordering and receiving goods. Additionally, the Pcard program reduces the volume of accounts payable transactions and the associated administrative costs by consolidating multiple vendor payments into one monthly voucher payment.
Operation of the SUNY program follows the basic New York State Procurement card SUNY guidelines as established by the Office of General Services. New York State is liable for authorized charges made using the card. Procurement cards must be used for "official" SUNY purchases only. Use of the card for personal items, cash advances and business travel expenses are not permitted. All shipments are to be delivered to the designated cardholder.
Application for Procurement Card
Procurement cards will be issued to individuals who are given the appropriate purchasing authority. The cards are issued with the name of the cardholder and SUNY Cobleskill embossed on the card. Cardholders must submit a credit card application signed by their supervisor to request a card. When the Pcard is issued and received by the Business Office, the employee will sign an Acknowledgement form stating they have received their card and will adhere to the procurement policies established under the Pcard program.
Training will be provided for all persons receiving a Procurement Card. This training will cover the use of the Procurement Card consistent with New York State policy, as well as SUNY campus purchasing practices. Training must be completed prior to issuance of the card. Materials received must be verified by the authorized cardholder. The cardholder is responsible and accountable for all Procurement Card transactions.
A cardholder may use the Procurement Card for the purchase of commodities directly with a vendor when the order meets the following criteria:
1. The item is not on the restricted list.
2. The total amount of the order does not exceed your transaction
limit, typically $2,500.
3. Department funds must be available for the orders to be called in,
entered online at secure web sites, faxed, or mailed to vendors.
4. Goods may be picked up or delivered direct to the requesting
5. All freight charges, if applicable, must be added by the vendor to
the original invoice.
The Procurement Card may not be used for the following:
- Air conditioners
- Computer hardware
- Hazardous chemicals
- To pay a State University of New York employee
- Space heaters
The following items may not be purchased with the Procurement Card without prior approval from the Purchasing Department.
- Computer software
- Mobile devices such as e-book readers (Kindle, Nook, Sony, etc.),
cell phones, tablet computers (iPad, Galaxy, Playbook, etc.)
- Computer peripherals
Individual orders should not exceed the transaction limit of the card. The purchase of related, similar, or identical items purchased separately that when purchased together would exceed the transaction limit is called "split ordering" and is NOT permitted.
Other conditions that require prior approval from the Purchasing Department before making a Procurement Card purchase are:
- A written agreement (other than the Procurement Card charge
form) needs to be signed by a representative of the college
- The purchase of contracted services already under a negotiated
agreement (e.g. maintenance agreements,
contracted services from an individual)
- The rental of space
- The leasing of equipment
- Purchasing of insurance,
- Purchasing otherwise reimbursable and personal expenses
including travel (airfare, gasoline, etc.) hotel accommodations
- Paying for entertainment, meals, and other out-of-pocket expenses
- Orders requiring advance payment
Workers' Compensation Law - Sections 57 & 220 Subd. 8
In accordance with the Worker's Compensation law, no permit, license, or contract (Purchase orders are included) shall be issued without proof of worker's compensation and disability benefits compliance. This covers construction, services and commodities.
SUNY Anti- SweatShop Policy & Procedure
In support of the State University of New York's (University's) Anti-Sweatshop Policy, a contractor, subcontractor or licensee is required to certify to its adherence to applicable labor standards in connection with working conditions, compensation, employee rights to form unions and the use of child labor when University designs; trademarks, service marks, logographic symbols and other indicia are utilized in the manufacture of apparel or textiles ("apparel") or sports equipment or when the University purchases such items.