ROCHESTER EDUCATIONAL OPPORTUNITY CENTER
PURCHASING GUIDELINES
The User’s Purchasing Guide contains information regarding the basic policies and
procedures to be followed for purchases using State funds at the Rochester Educational
Opportunity Center. It provides guidance in purchasing transactions and offers useful
information about how the purchasing process works in general.
Our office recognizes that faculty and staff may have questions or concerns regarding the
procurement process which are not answered in this manual. All such inquiries are
welcome. If convenient to all parties, we would be pleased to moderate a departmental
meeting to discuss our goals and objectives, answer questions and discuss specific
concerns.
To arrange a meeting or place an inquiry by phone, please do not hesitate to contact Kim
Heyward in the Business Affairs Department at x216.
INTRODUCTION
Purchases using State funds (including IFR funds) are governed by the appropriate
sections of the State of New York Finance Law, Office of the State Comptroller
regulations, and State University of New York policies and procedures. It is the
responsibility of Procurement Services to ensure that purchases are in compliance with
numerous rules and regulations. With the exception of the VISA Procurement Card
Program, departments are not permitted to obligate funds without the prior
knowledge and approval of the REOC Business Affairs Department and/or
Brockport’s Procurement and Payment Services. This is accomplished by submitting
a requisition form to Business Affairs showing the intended purchase or service required.
Procurement Services should be allowed sufficient time to process the request and
finalize the purchase. Purchases that do not follow this process will be rejected.
SCOPE OF PURCHASING
Each employee plays an active role in the purchasing function. Many of us request goods
and services, while others are directly involved in the purchase of goods and services.
Most of what we use in our daily work, from the paper we use to the wax on the floors,
has been acquired through Procurement Services. Since everyone is involved in
purchasing, the Business Affairs Office has issued this manual to clarify what is expected
of each of us in the purchase of goods and services.
PURPOSE OF PURCHASING GUIDE
This manual should be used as a guide by all employees when requisitioning, purchasing,
receiving or approving payment for goods and services.
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MAINTENANCE OF PURCHASING GUIDE
From time to time, revised and/or additional procedures may be released for addition to
this manual.
INITIATING A PURCHASE VIA PURCHASE REQUISITION (PR)
The first step is to determine exactly what your needs are and what functions you want
the item and/or vendor to perform. It is equally important to allow enough time for the
entire purchasing process to unfold. This process includes preparing the requisition and
obtaining authorized approvals, processing in Procurement Services, mail time and
delivery. Depending on what is ordered, the entire transaction could be completed in
days or months.
The initial action required is preparation of a purchase requisition. Departments
must consult with their Division Head to approve the purchase. Please
consult with your DIVISION HEAD FIRST!! Once approval has been granted
by the employee’s Division Head, a requisition should then be prepared and sent to
Business Affairs. The Division Head should initial all requisitions prior to submission to
the Business Affairs Office.
The following information should be provided on the requisition:
-The date the requisition is prepared, as well as the date material is required.
-When typing the PR, include the account number, department name and
delivery address, i.e., REOC Admissions Office
-The requestor’s name and phone extension must also be provided.
-An itemized list of the goods and/or services required including all pertinent
descriptive information, such as:
 Model, catalog or item number;
 Description, specifications, quotes obtained, agreements or any
other documentation that clarifies the goods or services being
purchased;
 Unit of measure: box, case, each, ream, etc;
 Number of units required;
 Current price or price estimate of unit, if known;
 Any other charges, i.e., delivery charge, setup charge, installation,
etc.
 First and last name of the person who provided current price quote
as well as date quote was given, if obtained;
 List vendor address, phone number, fax number;
 Signature of appropriate Division Head.
All completed requisitions should be forwarded to the Business Affairs Office for
approval and processing.
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HOW YOUR PURCHASE REQUISITION IS CONVERTED TO A PURCHASE
ORDER
When a purchase requisition is received, Procurement Services does the following:
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Reviews the requisition to determine that all required data is
provided to ensure prompt processing of the order.
Check for accuracy and encumbers funds.
Determines the Buyer and how the order should be processed using
established criteria.
The following is a summary of the local purchasing procedures:
 Purchases from NYS Preferred Sources and NYS Term Contracts – No
competition required at any dollar amount. Examples of Preferred
Sources are the Department of Correctional Services and Industries for the
Blind. NYS term contracts can be accessed from the Procurement
Services web page.
 Purchases/Contracts up to $2,500 – No competition required.
 Purchases/Contracts of $2,501 to $30,000 – Three verbal or written quotes
or reasonableness of price documentation (i.e., published price list,
previous order) are required. Procurement Services staff can provide price
information if required. NYS Contract Reporter advertisement required
for purchases exceeding $10,000.
NOTE: DEPARTMENTS ARE AUTHORIZED TO OBTAIN AND VERIFY PRICING
FOR PURCHASES UP TO $5,000. THAT PRICING INFORMATION SHOULD BE
SUBMITTED WITH THE REQUISITION. HOWEVER, BECAUSE PROCUREMENT
AND PAYMENT SERVICES IS STILL REQUIRED TO PROVIDE
REASONABLENESS OF PRICE DOCUMENTATION, THEIR STAFF MAY
OBTAIN ADDITIONAL QUOTES IF DEEMED NECESSARY.
 Purchases/Contracts up to $10,000 from NYS Certified M/WBE’s –
M/WBE’s are certified minority or woman-owned businesses. No
competition is required, but reasonableness of price documentation is
required between $2,501 and $10,000.
 Purchases/Contracts of $30,000.01 to $75,000.00 – Minimum of three
written quotations, sealed bids, or proposals required at the discretion of
the Director of Procurement Services, or designee, in accordance with the
requirements of Item 300. NYS Contract Reporter advertisement is
required.
 Purchases/Contracts in excess of $75,000 – Minimum of five sealed bids
or proposals are required. NYS Contract Reporter advertisement required.
TIME FRAMES FOR REQUSITION PROCESSING
During the beginning of each Campus semester and the last two months of the fiscal year
(May/June), processing times for requisitions will increase due to an increased workload.
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Other factors, besides the actual dollar amount of a requisition, may also affect
processing time. Several departments may request the same type of item at the same
time, which in total will move a requisition to a different dollar category. Proper lead
time must be allowed in order for Procurement Services to perform necessary functions
and to follow established regulations.
Under normal circumstances, the following processing times for requisitions should be
expected (this is from the date Procurement Services actually receives the requisition):
Under $2,500
$2,501 to $9,999
$10,000 to $20,000
Over $20,000
1-2 weeks
1-3 weeks
5-7 weeks
6-8 weeks
“WALK-THRU” ORDERS
Procurement and Payment Services understands that emergencies or rush situations will
occur where normal processing times will not suffice. For those occasions, a “walk-thru”
requisition can be submitted. The requisition will be mailed or faxed to Procurement and
Payment Services by our office. If you are submitting a requisition and it is an
emergency/rush, the requisition must include a statement addressing the nature of the
emergency/rush.
“Rush” Orders: These orders are defined as those which, if not placed, would
make it impossible for a department to conduct normal operations.
“Emergency” Orders: An emergency situation is an unanticipated, sudden, and
unexpected occurrence beyond the control of the Center which threatens: a) the
life, health, safety, or welfare of any person, or b) the continued public use or
function of property of the State of New York.
Please note: A department’s failure to properly and timely plan in advance for all
procurements that results in a situation which normal procurement practices cannot be
followed will not constitute a rush or emergency situation.
OFFICE SUPPLIES
An “in-house” supplies order form should be used when you have a request to order
office supplies that are warehoused in the storeroom on the 6th floor or will be purchased
from Staples. The forms should be completed and submitted to Business Affairs. These
orders will be processed only on the week when paychecks are issued.
A New York State office supply contract has been established to provide requisitioners a
wide variety of economically priced office supplies that will be delivered to the Center
usually on the next day. It is preferred that this contract not be used to purchase office
equipment or office furniture.
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Departments must use a purchase requisition form to process an order using the NYS
Office Supply Contract. After supervisory approval, the requisition should be forwarded
to the Business Affairs Office for processing.
RECEIVING PROCEDURES
After goods or services have been received, the final action required by the end-user is to
confirm receipt of the goods.
To maintain cordial vendor relations, it is imperative that the requesting end-user verify
receipt of goods and/or services in a timely fashion. The proper document for this
purpose is the Purchase Order Receiving Copy. When completed, the Receiving Copy
allows payment of any invoices which may be pending against the referenced purchase
order.
The Business Affairs Office will provide the Receiving Report to the end-user after
receipt from Procurement Services. When goods or services are received, the end-user
must complete the form and return it to the Business Affairs Office. The Business
Affairs Office will forward the completed form to Procurement Services.
Special Note: Please reference the Receiving Inspection Guidelines for further
information.
VISA PROCUREMENT CARD PROGRAM
The purpose of the VISA Procurement Card is to establish a more efficient, cost-effect
method of purchasing and payment for small-dollar purchases. The Procurement Card
will enable cardholders to make authorized purchases directly from a supplier without
processing the additional paperwork (i.e., requisitions). With the proper approval,
cardholders will be able to make purchases up to $2,500 per transaction with the
Procurement Card.
Travel expenses cannot be charged on the VISA Procurement Card.
Orders may be placed by phone, fax, on-line, or in person.
How to place your order:
 Complete a VISA Procurement Card Order Form and forward a copy
to the Business Affairs Director prior to making the transaction. This
will ensure that the funds are available. Failure to obtain prior
approval may result in refusal to make payment.
 Identify yourself as a New York State employee.
 Notify the supplier you will be using the VISA Procurement Card and
verify that the supplier will accept it.
 Notify suppliers that the purchase is tax exempt and provide the tax
exempt number – 14740026K.
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 Identify the item and supply a complete description. If available, use the
item number as shown in the catalog, manufacturer’s name, and/or model
number.
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a. Provide the exact quantity you are interested in purchasing.
b. Ask for the full dollar amount of each item and enter this in the
“Unit Price” column on the Order Form.
c. Ask if there will be any additional charges for shipping. If so, add
additional charges to the Order Form.
d. Total the amount of the purchase.
Give the supplier your name as it appears on the card, the account number,
and the card expiration date.
All merchandise should be shipped directly to the cardholder. Ask the
supplier to include the words “VISA ORDER” on the shipping
instructions.
Receipt of merchandise should be documented on the Order Form.
Attach original receipts to the back of the Order Form, to be retained for
six (6) years, plus the current year.
Note: Refer to the SUNY Brockport Procurement Card Guidelines for additional
information.
FINANCIAL AGREEMENTS
Any written agreement between SUNY Brockport (including REOC) and an
external entity that involves financial obligations for the College must be reviewed
and signed by staff in the Finance & Management area before any commitments are
made. Many agreements are sufficiently complex as to require SUNY Counsel review,
and this will add to the time required for final approval. Depending upon the level of
financial obligation, it may be required to have SUNY Systems Administration and/or
Office of the State Comptroller approvals well before the agreement is finalized..
Given the complexity of SUNY and New York State regulations in this area, it is strongly
recommended that Financial & Management staff be involved in the initial discussions
and developments of any written agreements. Failure to involve appropriate Finance &
Management staff at the beginning of the process may lead to substantial delays in rewriting agreements if they do not meet SUNY and/or New York State requirements.
Examples: Rental agreements for equipment, service contracts, office space, contracts for
services to be performed and partnership agreements.
There are written agreements which do not involve financial obligations for the College,
but which place SUNY Brockport in a position of potential liability. The requirements
for the development, approval and signature for those types of agreements are the same
as those listed above.
Example: Clinical sites for instructional programs.
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Under no circumstances are faculty or staff members to sign financial agreements
with an external entity since they do not have the legal authority to commit SUNY
Brockport to the terms that might be included in the documents.
Under no circumstances are faculty or staff members to make verbal financial
agreements with an external entity or to begin programs requiring written
agreements prior to the agreement being finalized and signed by Finance &
Management staff.
Exceptions to these policies: individual microcomputer software licenses, advertising
contracts to reserve publication space, BASC, Brockport Foundation and Research
Foundation activities.
TAGGING OF STATE PROPERTY
After the equipment arrives at the Center the Business Affairs Office will attach a decal
to each item. In general, the tag should be attached to the item so that it can be
inventoried without moving the item. Caution should be taken to ensure that the number
is not attached to a part of the item that can be easily detached. Assets should be tagged
(a) with a decal containing the PCS asset number, (b) a REOC/campus ownership tag if
serial number is used as PCS asset number, or (c) a campus tag if asset unit cost is below
PCS control limit. Also, see SURF Property Management manual for SURF and sponsor
requirements.
Tagging of property over $1,500 - items should be tagged with a yellow bar-coded tag.
Tagging of property under $1,500 - asset tag numbers are not required, however a
yellow/green "ownership" decal should be placed on the asset.
When feasible, decals should be affixed as soon as the property is received. A Property
Control System record cannot be made for an item until it has been tagged with a decal.
Decals should be placed so that they are easily visible and accessible for subsequent
inventory and audit procedures. Decals should also be placed where they will not be
damaged.
SURPLUS PROPERTY
EQUIPMENT IS NO LONGER NEEDED AND IS TO BE SURPLUSED
These assets should be reported as surplus by the department holding jurisdiction over the
assets. The "SURPLUS/TRANSFER" form should be used for assets which have no
further utility within the department for which they were originally obtained. This form
should be completed by the department and forwarded directly to the Center’s
Maintenance Department. When completing this form, an authorized signature is
required in order to declare the asset(s) surplus to the needs of the department. This
signature should be that of the division head or his/her designee.
The responsibility for removal of this equipment is that of the Maintenance Department.
For REMOVAL of the surplused asset(s), a Surplus/Transfer form should be sent to the
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Maintenance Department. The Maintenance Department will then process the paperwork
and arrange for the removal and/or transportation to Campus.
NOTE:
ALL STATE-OWNED ASSETS, REGARDLESS OF UNIT COST, CONDITION
(EXCEPT POOR OR SCRAP CONDITION) OR FUND SOURCE, MUST BE
PROCESSED THROUGH THE OFFICE OF GENERAL SERVICES (OGS).
SURF-OWNED (Research Foundation) ASSETS ARE NOT PROCESSED THROUGH
OGS BUT THROUGH SURF DISPOSITION PROCEDURES.
UNDER NO CIRCUMSTANCES ARE ASSETS UNDER THE JURISDICTION OF
SUNY COLLEGE AT BROCKPORT TO BE PERMANENTLY REMOVED,
SCRAPPED, CANNIBALIZED OR DESTROYED WITHOUT PRIOR WRITTEN
PERMISSION FROM THE OFFICE OF GENERAL SERVICES AND THE
PROPERTY CONTROL DEPARTMENT. THIS INCLUDES ALL ASSETS LOCATED
AT REOC AND AT ALL OF ITS AFFILIATED SITES (ALLIANCE BUILDING.)
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Updated: 4/07; 2/08;3/09
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