Requisitions

Departments may utilize the SUNY Web Procurement application to initiate a purchase requisition. 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 the requisition, 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.  Associated quotes and bids, must still be sent to Business Affairs to accompany the requisition.

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:  Facilities requires a requisition; the system provides the capability for Facilities to input requisitions without creating purchase orders, and electronically route the requisition documents to Business Affairs. 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" using SUNYs Business Intelligence (BI).

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. 

Paper requisitions 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 Business Affairs to create a purchase order, or initiate a payment to the vendor.

Business Affairs will create a Purchase Order (PO) and forward a copy to the requisitioner via email, and the requisitioner shall forward to their contact with the vendor. All invoices should be delivered to Business Affairs and should include the PO number, an invoice number, invoice date, amount to pay, and packing slip (if applicable). 

Requisition Status:  Requisitioners checking the status of a department's requisition, must have the requisition number, the department account number, and legal vendor name available. Requisitions are processed daily by Purchasing and are tracked by department and requisition number. 

The JP Morgan Chase is the campus credit card provider.  Business Affairs staff administers the Procurement Card (PCard) program on campus.  The PCard offers campuses an alternative procurement method when making purchases of commodities that cost $1,000 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 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 PCard. PCards must be used for "official" SUNY purchases only. Use of the PCard 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 embossed with the name of the cardholder and SUNY Cobleskill. Cardholders must submit a credit card application signed by their supervisor to request a card. When the PCard is issued and received by Business Affairs, the employee will sign an Acknowledgment 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 PCard. This training will cover the use of the PCard 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 PCard transactions.

Transactions

A cardholder may use the PCard for the purchase of commodities directly with a vendor when the order meets the following criteria: 

1. When funding is available and approved by the appropriate, Dean/Director/Vice President or President.
2. The item is not on the restricted list. 
3. The total amount of the order does not exceed the transaction limit, typically $1,000.
4. Department funds must be available for the orders to be called in, entered online at secure web sites, faxed, or mailed to vendors. 
5. Goods may be picked up or delivered direct to the requesting cardholder. 
6. All freight charges, if applicable, must be added by the vendor to the original invoice.

Restrictions

The PCard may not be used for the following:

• Air conditioners
• Alcohol 
• Carpeting
• Computer hardware
• Copiers
• Flowers
• Gifts
• Gift Cards
• Hazardous chemicals 
• Meals
• Refreshments 
• To pay a State University of New York employee
• Space heaters 

The following items may not be purchased with the PCard without prior approval from Business Affairs.

• 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 must 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 Business Affairs before making a PCard purchase are:

• A written agreement 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 lease of equipment.
• Purchase 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.