All vendors/individuals who do business with the State of New York must be registered in the NYS Vendor file. If they are not, they must complete a Sub W-9 form and send it to the Accounts Payable Department for processing. The form can be obtained here or by calling 878-4117.
If a purchase order is requested for goods/services, please be sure to obtain a quote from the vendor and submit it with the pink requisition. If shipping will be charged, be sure to include it on the requisition as a separate item and provide the amount. If you do not know the exact freight amount but the quote indicates an estimated amount, please include the estimated freight amount on the pink requisition. It is imperative that the Procurement Services Department enter a separate line item on the purchase order for shipping.
If there is any change to the original order, such as price increase or availability of items, please contact the Procurement Services Department so any necessary changes can be made to the purchase order prior to receipt of the invoice. Please note that any requests to increase funding on a purchase order must come from the authorized signatory on the account from which the purchase order was encumbered. This way all changes are made in the system to expedite the payment process.
Once goods/services have been received, sign and date the goldenrod and forward it to the Accounts Payable Department. If another individual in your office has possession of the Goldenrod, please inform them when you have received the goods or services so they can forward the signed and dated Goldenrod to the Accounts Payable Department CLEV 414. If the invoice is sent to you or your department, please forward it immediately to Accounts Payable.
A Food and Beverage Allowability Chart indicating the appropriate category for the event for any food and beverage orders/payments, must submitted along with the list of attendees with their original signature and their affiliation with the college. For example, staff, student, guest, Master Teacher Program participant, etc. If the category requires a President’s Cabinet Level approval, please obtain the signature on the chart/pink requisition before submitting it to the Accounts Payable Department. For more information, please refer to the Food and Beverage Policy.
If an order needs to be cancelled, please be sure to contact the vendor and the Procurement Services Department immediately, and submit the original Goldenrod to the Accounts Payable Department indicating that the order is cancelled. A change notice will be done to cancel the PO and the funds will be replenished in your account.
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