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Campus Purchasing User Manual - SUNY Upstate Medical University

Contents

1. DISAPPROVED Reason for disapproval Rev 2 14 22 UPSTATE neds UNIVERSITY HOSPITAL VISA PROCUREMENT CARD USER S GUIDE CONTENTS VISA Procurement Highlights pg 1 VISA Card How TO Sisi aaa pg 2 5 Print Citi Bank monthly Statemen t pg 6 Reconciliation Instructions Logging ON SYSteM ccoooccccccnoncncnononncnnnannnnnonororon PZ 7 Reconciling for your default account pg 8 Reconciling for another account 0cccee pg 9 Packets to Submit and Keep on file pg 10 Disputing Charges Form ccccccsssssscssseeesseeees pg 11 Unallowable Charges Exclusions pg 12 Tax Exempt FOI seicccncccdisdicccscrsssennsccsdantindiecescioniadovcunes Form Monthly Checklist econ Form 23 UPSTATE UNIVERSITY HOSPITAL Campus Purchasing VISA PROCUREMENT CARD HIGHLIGHTS OF THE PROCUREMENT CARD PROGRAM Cannot be used for Travel To be used for purchases on STATE accounts only Receive your items more timely than under traditional procurement process Cost effectiveness when paying by credit card versus state check According to a recent study by the National Association of State Comptrollers NASC savings related to procurement card use ranges from 24 to 75 per transaction A similar study conducted by a commercial procurement card vendor estimates it costs 67 to process a vouc
2. Request form is to be submitted by the 20 of each month tor current charges NAME Employee DEPARTMENT OOOOOO0 Last 4 digits of Credit Card O E C C CARD HOLDER STATEMENT DATE DESTINATION AND PURPOSE OF TRAVEL DEPARTURE DATE RETURNDATE TIME Cam Cem TIME Cam Cem Registration Hotel s Excessive hotel memo attached Oves Oh Common Carrier E parking sL Miscellaneous o l ve a Po Bi ont E Total Traveler Signature Date Project Director Signature Date Fiscal Designee Signature Date Original receipts must beattached Conference agenda must beattached Any unallowable charges will need to be repaid to the Research Foundation of SUNY Any expenses not placed on the VISA card must be submitted on a Travel Payment Request Form 43 F80206 VISA Pay Request Rev 12 2014
3. The following items are not reimbursable expenses a New York State sales tax b Alcohol purchases on State accounts c Any delivery made to an address other than an Upstate facility Please refer to Upstate s policy CAMP F 08 6 17 d Gifts for State e Any charges above and beyond the State per diem rate for business related meals f Equipment computers tablets printers cannot be reimbursed For more information on shipping items to outside locations please visit http www upstate edu policies documents intra CAMP_F 08 pdf Please contact Campus Purchasing for any additional reimbursement clarifications MOVING EXPENSE REIMBURSEMENT Moving expense reimbursement is an incentive not a requirement used to attract some employment candidates Eligibility must be approved prior to the appointment of the employee and is contingent upon its necessity as an incentive for hire All reimbursement is subject to Internal Revenue Service IRS tax guidelines and sponsor policy Eligibility A person may be eligible for reimbursement if he or she is appointed for more than one 1 year to a full time position State and RF a Research Foundation employee transferred to another location for the convenience of the Research Foundation or University No reimbursement for moving and travel expenses shall be made unless such reimbursement is approved by the appropriate appointing officer 12 The following criteria mu
4. State Comptroller s approval is required for services only commodities do not require approval 18 Rev 03 13 2015 UPSTATE e MEDICAL UNIVERSITY SINGLE SOLE SOURCE FORM THIS FORM IS TO BE SUBMITTED WITH ANY PURCHASE REQUISTION THAT EXCEEDS AN AGGREGATE VALUE OF 5 000 WHERE COMPETITIVE BIDS HA VE NOT BEEN SOLICITED OR ARE NOT AVAILABLE CHECK THE APPROPRIATE BOX AND ATTACH ADDITIONAL DOCUMENTATION AS REQUIRED Vendor Name Department Name Please check the appropriate justification s below which exempt formal competition Product or service is available from only one vendor Performance or price competition is not available Competition has been solicited but no satisfactory offers have been received Standardization or compatibility is the overriding consideration Personal or particular professional services are required Additional products or services are needed to complete an ongoing job or task Particular product or service is desired for educational training developmental or research work Items are subject to rapid price fluctuation or immediate acceptance Used reconditioned or demonstration equipment available at lower than new cost Emergency action is necessary Other please provide specific information and circumstances in justification below SR Seo eS eS e Detailed justification please elaborate on your justifications designated above by providing specific details Fair a
5. award placed on Upstate s website Complete procurement checklist Document reasonableness of price State Finance Law 139 Governement Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Workers Compensation amp Disability insurances Single sole source exemption from OSC Contract Reporter ad for exemption Exemption award placed on Upstate s website Complete procurement checklist Document reasonableness of price Workers Compensation amp Disability insurances State Finance Law 139 Governmental Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Record of Contact log Bid tabulation Contract AG OSC approval Note Other requirements may be necessary depending on IFB RFP Individual Contract Reporter ad M WBE goals Minimum of five 5 sealed formal bids proposals Complete procurement checklist Document reasonableness of price Workers Compensation amp Disability insurances State Finance Law 139 Governmental Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Record of Contact log Bid tabluation Contract AG OSC approval OGS approval for Preferred Source Single sole source exemption from OSC Contract Reporter ad for exemption Exemption award placed on Upstate s website Complete procurement checklist Document reasonableness of price Workers Compensation amp Disability insurance
6. requisition must be clearly marked FAXED prior to sending the fax The department must send the original requisition within one business day If the requisition has not been 7 clearly marked FAXED the department will be responsible for the cost of any duplicate orders 2 Orders Placed by the Department Any order placed by the department requires prior authorization from Purchasing The department should submit a signed purchase requisition to Campus Purchasing with a request for a verbal purchase order number The request will be reviewed by the Purchasing department and the department will be contacted The department should make every effort to avoid emergency orders New York State purchasing laws and regulations still apply to emergency orders Payment for Non Authorized Purchases For the most current information please reference Administrative Policy P 29 In accordance with the Office of the State Comptroller G Bulletin No G 195 A state employee who directs a vendor to start providing to start providing goods or services without an approved contract purchase order may be personally liable for any indebtedness that is ultimately held to be owed to the contractor vendor Service Repairs The University utilizes the Cobblestone contract management system for tracking contracts and service agreements End users will receive alerts notifying them of expiring contracts and service agreements End us
7. the department building and room number where the Receiving Department will deliver the merchandise Please include name of person that will accept merchandise Even on items that won t be delivered a delivery point is still needed The confirmation copy will be returned to this department Catalog Number Sequential number of individual items to be ordered Description A brief but complete description of the items to be purchased This should also indicate the size and packaging of items if known i e 10 packs case Quantity Number of items requested Unit Unit of issue i e each case dozen pack etc Price The price for each unit being ordered if known Authorized signature The Department Chairman Principle Investigator or the Department Fiscal Designee must sign the requisition Signature authorization forms are available through the Sponsored Programs Department Confirming Information Indicate if the order has been placed and or received Pricing information including any quotes should be indicated Online Requisition The online requisition is located on the AIS self serve under the Applications purchasing link All Principle Investigators have been authorized to use this system All others will need to have the PI complete the signature authorization process online through AIS self serve 1 2 PTA The project task award numbers to be charges for the expenditure Requisition Status a Incomplete Require
8. want to order 18 UNIT How the item comes packaged i e each box carton etc 19 PRICE Price per unit 20 TELP If this is a TELP purchase the word TELP with the TELP account number E OO Once the requisition is ready to send to Campus Purchasing remember to retain the pink copy for your records Once the order has been placed our office will return the yellow copy that contains the order information PREPARING A RESEARCH PURCHASE REQUISITION Research purchase requisition may be completed one of two ways via a paper requisition or electronically only Paper Requisition Form 42340 available from Central Stores or online 1 2 8 9 10 11 12 13 14 Date Date that the requisition is prepared by the department Supplier Vendor including address phone fax suggested by the department for the item s to be purchased Use one vendor per requisition Vendor may be changed by Purchasing subject to policy pricing availability etc Project Task Award Numbers The project task award numbers to be charged for the expenditure Split P T A should be highlighted with amounts or percentages for each award Expenditure Type To be completed by Purchasing Organization Name Name of department completing the requisition Requisitioner Name and phone number of individual who can answer questions regarding the requisition or departmental coordinator Ship to Address Indicates
9. you the contact information for the reseller 5 Verify on your statement that Amazon has credited the tax back Note We have 60 days from the date of the original Citibank statement to dispute charges 26 How to Receive Goods When placing your order please have the vendor put on the shipping label amp packing slip VISA This can be included as part of the ship to address for Example SUNY UPSTATE MEDICAL UNIV Receiving Dept 117 Monroe St VISA M Khasidis SLC 2043 Syracuse NY 13210 How to Reconcile Reconciling charges Each cardholder will be responsible for reconciling their card promptly each month Included in this guide are detailed instructions for reconciling A reconciliation email will be sent around the 10 of each month from the Program Administrator This email will contain the billing cycle date you must use to reconcile your charges as well as the deadline date for your reconciliation You will need to print out your Citibank statement every month for your records and for submission with your packets to the Program Administrator PLEASE NOTE Your Citibank monthly statement will need to be reviewed and signed by your Supervisor Please send the original signed statement with your packet for submission How to report a lost stolen Card CARDHOLDERS RESPONSIBILITY Any lost or stolen Purchasing Cards must be reported immediately to CITIBANK VISA 1 800 248 4553 The cardholder should be prepared to give their nam
10. 97 E Dentists amp Orthodontists lt 8021 R Child Care Services ___ 8351 p Court Costs incl Child Support 9211 a Fines 9222 pey 9223 Wes A 931 1 A ta nee Food Stamps e eee ee Automated Referral Services _ L 9700 _ E Page 1 of 1 35 AC 946 Rev 3 99 TO BE RETAINED BY VENDOR AS STATE OF NEW YORK For use only by Employees of the State of New York or its political subdivisions EVIDENCE OF EXEMPT SALE TAX EXEMPTION CERTIFICATE Address This is to certify that am an employee of the State of New York or one of its political subdivisions that the services or materials purchased on the date set forth below will be paid for by the State or a political subdivision and that such charges are incurred in the performance of my official duties NY State Purchase Nature of Transactions Dates of Transactions eecccecccs ee Sachin of Employee ececccccccccccccccccccsce State Dept Agency or a 5 Political Subdivision SUNY Upstate Medical University EX 14740026K PO O ID aa AO NOTE A separate exemption certificate is required from each person claiming exemption 36 Monthly Checklist For each month that you have charges and or credits O Printed Citibank Credit Card Statement O Citibank Statement has been Reviewed amp Signed by Supervisor O Certified Charges in AEPC SUNY Mainframe System www suny edu O Printed your certification Pa
11. IST THAT NEED TO BE CHANGED ONCE YOU CERTIFY IN VIO2 YOU CANNOT CHANGE THE ACCOUNT A JOURNAL TRANSFER WILL NEED TO BE DONE IF YOU DO NOT CHANGE AN ACCOUNT THAT NEEDED TO BE PRIOR TO CERTIFYING IN VIO2 e Tab to VI02 Reconciliation Certification e Type S next to F gt and C next to A gt e Hit enter then hit enter again to complete transaction e Type C next to F gt and Enext ToA hit enter STOP print the screen 2 copies should show certified on date and by username hit enter again after printing This is your certification page and will be submitted to the Program Administrator as part of your VISA packet Keep a copy for your records as well e Make sure your name and date are filled in AND the bottom of the screen reads TRANSACTION COMPLETED If not keep hitting enter until it does To log off the system Hit pause break to get a blank screen and type off 32 Packets to submit to VISA Program Administrator After you have reconciled please submit your packets by the 25 of each month to Michele Khasidis VISA Program Administrator SLC 2043 Your packet will be audited by the Program Administrator for completeness and kept on file Please note that the Office of State Comptroller can audit SUNY Upstate for VISA charges Packets to be sent to Program Administrator In the following order 1 Certification Page Step 2 of reconciliation instructions 2 Reviewed and signed by Supervisor Citi
12. NG THE DATE OF THE FIRST TRANSACTION WAS The transaction listed above represents a multiple billing to my account only authorized one charge from this merchant for this amount My card was in my possession at all times MERCHANDISE OR SERVICE NOT RECEIVED IN THE AMOUNT OF Please provide a separate statement detailing the merchant contact and the expected date to receive merchandise My account has been charged for the above transaction but have not received the merchandise or service have contacted the merchant but the matter was not resolved MERCHANDISE RETURNED IN THE AMOUNT OF Please provide a separate statement detailing the merchant contact and the expected date to receive merchandise My account has been charged for the above listed transaction but the merchandise has since been retumed Endlosed is a copy of my postal or UPS receipt CREDIT NOT RECEIVED have received a credit voucher for the above listed charge but it has not yet appeared on my account A copy of the credit voucher is enclosed DIFFERENCE IN AMOUNT The amount of this charge has been altered since the time of purchase Enclosed is a copy of my sales draft showing the amount for which signed The difference of amountis _ COPY REQUEST recognize this charge but need a copy of the sales draft for my records SERVICES NOT RECEIVED Please enclose a separate statement with the date of the merc
13. O BE CHARGED Please include all department account numbers to be charged and percentages to be applied 3 DEPARTMENT NAME 4 ORDER CONTACT PERSON EXTENSION First amp last name and extension number of the department contact 5 SUGGESTED VENDOR A separate requisition needs to be used for each vendor The department s initial vendor may be subject to change VENDOR S ADDRESS VENDOR S PHONE NUMBER VENDOR S FAX NUMBER VENDOR S WEBSITE 0 DELIVERY DESTINATION Department name where orders are to be delivered or services are being rendered 11 BUILDING ROOM Building name and room number where order is to be delivered include location even if items have already been received 12 PROTECTED HEALTH INFORMATION DISCLOSED Is protected patient information disclosed 13 CONFIRMING Has the order been placed by the end user 14 PRICE INFORMATION QUOTE NUMBER How was price information obtained Please provide the quote number and attach any applicable quotes 15 AUTHORIZED SIGNATURE Only persons with signature authorization on file may sign for the account on the requisition signature must be on file in Self Serve 16 DESCRIPTION Full description of item s to be ordered Please include the following information catalog number manufacturer model number item description size color and manufacturer s unit package i e bottle size number of items per box etc 17 QUANTITY How many of each unit you
14. Purchase Order number referenced should be sent by vendor to State Research SUNY Upstate Medical University Research Foundation of SUNY Accounts Payable Department Accounts Payable Department 750 East Adams Street 750 East Adams Street Syracuse NY 13210 Syracuse NY 13210 SPECIAL PURCHASES Radioactive Orders All radioactive orders shall be requested by an authorized user and with the approval of the Radiation Safety Department UH 636 Please contact the Radiation Safety department at x4 6510 for an authorization application All requests have to be reviewed and approved by the Radiation Safety Committee To place an order 1 Complete a purchase requisition Be sure to include a material requested b quantity c specific activity d date needed e researcher s name 2 The requester must forward a completed requisition and clearance card to the Radiation Safety Department where Radiation Safety will log and assign a Radiation Safety Office RSO authorization number Radiation Safety will then forward the clearance card and requisition to Purchasing All radioactive orders are to be placed by Purchasing and will be delivered directly to the Radiation Safety Office Radiation Safety will notify the requisitioner when the material is received Please refer to Appendix C Radiation Safety Card for a sample For more information regarding radiation safety please visit the department s website http www upstate edu radiat
15. UPSTATE MEDICAL UNIVERSITY Campus Purchasing User Manual Phone 315 464 5720 Fax 315 464 4599 http www upstate edu finance contracts php Rev 04 17 2015 Campus Purchasing User Manual Table of Contents MTT OCU CUT Os Pi Soc Fs Seyret cS neds eat ets ih ipa ot oS Bars Paes TAL ad et lh asses Tak erat tse as A 3 Purehas INS Services Aaa Dl AA AS 3 State amp Research Purchase Authorization Procedure Self Serve ooooooccnnocononooononnnonoccononanaannnnnos 3 Preparing a State Purchase Requisition tii ii iii 3 Preparing a Research Purchase Requisition ccessccesssecesseceeseeceeaeeceeaeeceeceeceeeeecseeeecseeeeesteeeesaes 4 Paper RegS aida 5 OVER USO EAS A A ER i a E E RE deh eae 5 Purchasing Requirements iia ii liada 6 NYS Finance LW Eo r E ao ooh ia ns 7 Placement of Emergency Orders ih eso 7 Payment for Non Authorized PDUECHOSES cosaiasaeedsscsssastaaisusdshaiduassansawssos tans saaesandsceatanaadtrancalons 8 DETVICE Repais essien ee a a a a a a ae aei a aata iasa 8 Special Purchase iii dia sas 9 RADIO CNV Orders ada 9 PVC NTA O less at 9 Subscriptions Memberships Dues and Other Prepaid lteMS ooonoooconinnnnnnnnniccnnnnanncnnnnnnos 10 Desktop Delivery for Office Supplies iii oline 11 se AA A uo uation 11 Personal Remabur seme nes E il Si 12 Moving Expense ReroDUI MO ica 12 RENDIDA aia 13 ns A a R n n i 13 PITO OTIS ESAS EEE a sd Ta tren E EE isa A E seteslaed 14 Ereezer Supply Center Prosrannis cs
16. als required and procurement requires selection from a minimum of three written or verbal quotes Over 100 000 Solicitation of written bids or proposals required and procurement requires selection from a minimum of three written bids or proposals Criteria for Sole amp Single Source A sole source is a procurement in which only one vendor is capable of supplying the required commodity or service The unique nature of the requirement and determination of why no other vendor could provide the commodity or service is required as part of a written justification A single source is a procurement in which although two or more vendors can supply the required commodity or service it is determined that there are material and substantial reasons to award a contract to one vendor over another that are documented in a written justification Refer to Appendix B Sole Single Source Form for a copy of the form to complete and include with your requisition Please review and incorporate the following guidelines in your detailed justification Product Information e Include general information and description of product or service attach specification sheet if available e List brand model number and manufacturer of requested item e Describe how the product will be used what it is supposed to do Justification for Vendor Model Choice e Specify feature or use unique to the product or service e Describe how the unique feature s are pertinent to yo
17. approval for Preferred Source Individual Contract Reporter ad M WBE goals Solicit three 3 quotes Justify selection of vendor Document reasonableness of price State Finance Law 139 Governement Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Workers Compensation amp Disability insurances OGS approval for Preferred Source Individual Contract Reporter ad M WBE goals Must solicit min of five 5 sealed formal bids proposals Complete procurement checklist Document reasonableness of price Workers Compensation amp Disability insurances State Finance Law 139 Governmental Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Record of Contact log Bid tabluation Contract OGS approval for Preferred Source Appendix A Single sole source justification Single sole source justification Single sole source justification Single sole source justification Single sole source justification Single sole source exemption from OSC Contract Reporter ad for exemption Exemption award placed on Upstate s website OR Complete procurement checklist Document reasonableness of price State Finance Law 139 Governement Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Workers Compensation amp Disability insurances Single sole source exemption from OSC Contract Reporter ad for exemption Exemption
18. ave to print the charge Logs e Tab to VIO3 Log List e Click Enter e Place x next to your credit card account if you have more than one card on file e Department can choose to Print Click File Print screen keep for your record e View the charges to make sure they are correct and match your Citibank Statement e Type next to A gt R to return to main menu screen e Verify that the bill cycle date is correct This you would change on the main menu screen e From the menu screen tab to VIO3 Log List and hit enter e Place x next to your credit card account e Tab to the item that needs to be charged to another account Type X next to that transaction and hit enter e Change the charge amount on the first line to 0 00 delete the rest of the numbers in that field e Tab to the next line and enter the correct account fiscal year two digit year four digit Sub Object code for a listing of codes contact the VISA Administrator and dollar amount to charge NOTE you can enter more than one account number here follow the same steps until you have reached the total of this transaction e Type S next to F gt and R next to A gt hit enter and then enter again to complete the transaction e Continue this process until all charges have been charged correctly e Go back to the main menu by typing an X next to F gt and E next to A gt and hit enter DO NOT GO TO VI02 UNTIL YOU HAVE CHANGED ALL CHARGES IN VI03 LOG L
19. bank Statement 3 All original receipts invoices packing slips for each item Only submit one packet Packets to keep for your records For all monthly certifications please keep a copy on file 1 Certification Page 2 Citibank Statement 3 Receipts invoices copies 33 10 citigroup corporate and investment banking Citibank Commercial Cards Cardholder Dispute Form Inquirer s Name Date Cardholder s Name Ar A __ _ so o o TA A O O E O A K Cardholder Please provide a copy of any information forms requested below along with the statement where the disputed charge appears and send via fax or mail to FAX TO 605 357 2019 OR MAIL TO Citibank Commercial Cards 701 E 60 ST N Mail Code 3270 P O BOX 6125 Sioux Falls S D 57117 This form must be filled out completely and forwarded to Citibank and appropriate Agency Officials as determined by your internal procedures within 60 calendar days of the disputed charges posting date so that we may investigate Transaction Date Dollar Amount of Charge Merchant Cardholder Signature Please read carefully each of the following descriptions and check the one most appropriate to your particular dispute If you have any questions please contact us at 1 800 248 4553 overseas call collect 904 954 7850 We will be more than happy to advise you in this matter UNAUTHORIZED TRANSACTION have not authorized this charge to my account DUPLICATE PROCESSI
20. ctions below 1 Go to your Amazon account settings click on Amazon Tax Exemption Program to upload your tax exempt form for the current fiscal year Example form below For a fillable Exempt form go to http www osc state ny us Agencies forms ac946_f pdf TO BE RETAINED BY VENDOR AS MPT SALI EVIDENCE OF EXE SALE TAX EXEMPTION CERTIFICATE Enter or Firm Furnishing Services anc atonal sa current date f Account user will AMAZON COM LLC NYS PURCHASES s 7 1 2013 6 30 2014 need to sign and SUNY Upstate Medical University Exempt 14740026k m each person claiming exemption enter their title 2 Place order with Amazon please use Amazon com as seller versus Marketplace resellers using Marketplace resellers require a different method to recover the tax cost 3 Amazon will only address the credit for tax AFTER the shipment has been made Once you have received confirmation that your item has shipped contact Amazon by email tax exempt amazon com Subject line tax exempt purchase In Email Please credit my VISA account x xx for tax charged against order number 17 digits in this format XXX XXXXXXX XXXXXXX My tax exempt information is on file 4 Amazon will email you stating they have credited the account If Amazon uses a reseller to ship the product they will let you know that the tax request will need to be made to the seller directly and not Amazon com Amazon will give
21. d fields to complete the requisition are missing b In Progress Requisition is still being prepared and cannot be ordered or changed by Purchasing Department can keep open to make additions changes to the requisition before it s processed by Purchasing c Submitted Order submitted to Purchasing to process A requisition in submitted status can be modified or deleted until the status is changed by Purchasing d Reviewing Requisition under review by Purchasing The requisition cannot be modified or deleted by anyone other than Purchasing e Ordered Ordered by Purchasing a purchase order has been added to the requisition along with comments from the Purchasing f Paid Order paid by Accounts Payable Received in Full Order received in full Change when order has been received and payment to the vendor only is requested 3 Need Date The date that the merchandise is needed by 4 Dept Building Room Attention Indicates the department building and room number where the Receiving Department will deliver the merchandise The attention should be the name of the person to receive the merchandise 5 Supplier Vendor including address phone fax suggested by the department for the item s to be purchased The supplier can also be the individual to be reimbursed or paid as an independent contractor Use one vendor per requisition Vendor may be changed by Purchasing subject to policy pricing availability etc Pricing Pricing informatio
22. dent contractor a Submit a completed Request for Advance Approval for Independent Contractor form to Human Resources Jacobsen Hall b Human Resources will either approve or deny the request and notify the requestor c If approved Research only Human Resources will forward Advance Approval form to Sponsored Programs in order to review for any award restrictions d After approval has been made the requestor should submit a completed requisition to Campus Purchasing for the entire amount of the contractor agreement Campus Purchasing will assign a purchase order number to be used throughout the contract term When hiring a lecturer advanced approval is not needed however the lecturer will need to complete a W 9 form Please complete a requisition attach the invoice for services and include lecture backup documentation When engaging an independent contractor of foreign status please contact Campus Purchasing for required IRS forms Downloadable forms are can be found at the following link Independent Contractors to the Human Resources website Honorariums The department should have the speaker fill out the NYS Substitute Form W 9 before submitting the requisition for reimbursement For a copy of the substitute W 9 please visit http www osc state ny us vendors forms ac3237s_fe pdf FREEZER SUPPLY CENTER PROGRAMS There are two supply centers located on campus in Weiskotten Hall The centers will accommodate Resea
23. dollar purchases as allowable per the grant The card cannot be used for equipment including computers equipment repairs consultant fees and expenses or service agreements contact the Travel office at x4977 or x4978 for more information on Travel Use of VISA Card for personal expense is expressly prohibited Each individual purchase shall not exceed 2 500 and total expenditures may not exceed 5 000 per monthly billing cycle The cards will be issued in the individuals name and there will be a maximum of one card per individual The Principal Investigator will be responsible for indicating above which grants may be charged against by the individual CARDS ARE TO BE USED BY CARDHOLDERS ONLY Use of VISA Card by non cardholders is prohibited Project accounts grants shall be charged for all purchases made on the VISA Card accounts s assigned to the individual The Individual card holder shall be responsible for paying all costs not allowable on sponsored projects Purchases made during the last 30 days of a project period shall be limited to emergency purchases only Original detailed charge slips receipts are to be retained by the individual cardholder and must be kept until receipt of monthly statement When incurring food charges for meetings the purpose of the meeting and list of attendees must be included Upon receipt of monthly statement the individual cardholder will review it for appropriate charges and then submit it with all
24. e exactly as it appears on the face of the card the account number the card s expiration date and a brief explanation surrounding the loss Cardholders must promptly report lost or stolen account numbers and cards to Citibank and also email the Program Administrator at khasidim upstate edu The Customer Service Center is staffed 24 hours a day 7 days a week every day of the year to accept calls from Cardholders reporting lost or stolen cards Subsequently a replacement card with a new account number will be sent to the Cardholder Cards reported lost or stolen are immediately blocked from accepting additional charges If unauthorized charges have occurred they should be disputed CITIBANK VISA RESPONSIBILITY CITIBANK VISA will take immediate action to cancel the card reported lost or stolen CITIBANK VISA will initiate steps to issue a replacement card within 48 hours The replacement card will be sent to the Program Administrator PROGRAM ADMINISTRATOR RESPONSIBILITY Upon receipt of the new card the Program Administrator will record the receipt of the replacement card and the Program Administrator will then release the replacement card to the cardholder 27 How to Dispute a charge Cardholders should ensure all items are received in satisfactory condition and dispute any items not received The Cardholder should attempt to resolve disputes or billing errors directly with the vendor and notify Citibank if the dispute or billing erro
25. ercial source animals transgenic mice from another research institution must be made directly through the DLAR office DLAR arranges to have the shipping charges billed back to the investigator DLAR issues a tracking number when each shipment is approved for receipt following review of health information from the source institution Pig sheep and goat orders are made directly through the DLAR office x4 6563 For more information regarding lab animal resources please visit the department s website http www upstate edu dlar Subscriptions Memberships Dues and Other Prepaid Items For State accounts all subscriptions and memberships must be submitted in the name of SUNY Upstate Medical University at Syracuse and department name or title not in an individual s name If an institutional subscription membership is unavailable and a personal subscription membership is required a written justification must be submitted to Purchasing along with the requisition The justification should state how the subscription membership will relate to and benefit the mission of SUNY Upstate Medical University at Syracuse For Research accounts subscriptions may be processed in the Researcher s name If your subscriptions memberships or dues require prepayment please submit the following 1 An approved requisition with applicable membership account information 2 Back up documentation a letter proforma invoice order form or brochure fr
26. ers should work with Campus Purchasing to determine if services are still needed and if necessary ensure a new agreement is in place to avoid a lapse of service 1 On Site Warranty Maintenance Agreement Department contacts vendor to arrange for warranty or maintenance agreement service repairs utilizing the assigned purchase order number for that agreement 2 On Site Non Warranty Department should call vendor to make arrangements for repair and send a requisition to Purchasing to obtain a purchase order number The approximate cost of repair should be noted on the requisition and any applicable estimates attached 3 Off Site Warranty and Non Warranty If equipment or material must be shipped off site for repair the department should contact the vendor for approval prior to submitting a requisition to Purchasing A requisition must be submitted and indicate the following e The problem e Estimated cost of repair if non warranty e Estimated value of item being returned e Physical location of the equipment that is to be returned for repair Purchasing will complete any shipping papers and will forward to the Receiving department Upon receipt of the shipping paperwork Receiving will pick up the equipment from the department Departments must make sure equipment is packed and ready to go Receiving will return a confirmation of the shipping request to the department indicating date and method of return All invoices with the
27. f vendors to be solicited Provide specifications Provide list of vendors to be solicited Purchasing Contracts Responsibilities Workers Compensation amp Disability insurances Workers Compensation amp Disability insurances Quarterly Contract Reporter ad Workers Compensation amp Disability insurances Quarterly Contract Reporter ad State Finance Law 139 Governement Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Workers Compensation amp Disability insurances Quarterly Contract Reporter ad Solicit three 3 quotes Justify selection of vendor Document reasonableness of price State Finance Law 139 Governement Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Workers Compensation amp Disability insurances M WBE goals Quarterly Contract Reporter ad Solicit three 3 quotes Justify selection of vendor Document reasonableness of price State Finance Law 139 Governement Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Workers Compensation amp Disability insurances Individual Contract Reporter ad M WBE goals Solicit three 3 quotes Justify selection of vendor Document reasonableness of price State Finance Law 139 Governement Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Workers Compensation amp Disability insurances OGS
28. g Upstate s M WBE program please visit the Diversity Program s website http www upstate edu finance mwbe index php A database of certified M WBE businesses is available through the NYS Contract System https ny newnycontracts com FrontEnd VendorSearchPublic asp TN ny amp XID 4687 PREFERRED SOURCES STATE FUNDS ONLY Organizations or agencies authorized to furnish commodities under preferred source legislation are New York State Preferred Source Program NYSPSP Department of Correctional Services Division of Industries CORCRAFT New York State Industries for the Disabled NYSID All State agencies political subdivisions and public benefit corporations which includes most public authorities are required to purchase approved products and services from preferred sources in accordance with the procedures and requirements Purchases from preferred sources take precedence over all other sources of supply and competitive procurement methods 16 APPENDICES Appendix A Purchasing Thresholds Appendix B Sole Source Form Appendix C Radiation Safety Card Appendix D State Visa Application Appendix E State User Guidelines Appendix F Unallowable State Expenses Appendix G Research Foundation Visa Application Appendix H Research Foundation Non Travel Expense Form Appendix I Research Foundation Expense Form 17 Requisitions Up to 5k No advertising necessary General Purchase Limi
29. ge refer to Reconcilation Instructions for printing O Attached amp Secured Itemized Invoices amp Receipts for each of the charges credits as shown on your Citibank Statement O Provided Backup justification and or necessary approval for those charges that require it O Confirmed Sales Tax has not been charged O If sales tax has been charged cardholder has notified vendor to process a credit to the VISA card Note on log or next to tax amount on the invoice that a credit has been requested Verify on next statement that credit has been applied Submit packet to Program Administrator Certification page Signed Citibank Statement Back up Documents all ORIGINAL invoice receipts and any justifications approvals 37 Appendix F Purchase Card MCC Template for Exclusions Template Name SNY MCC Description MCC Airline 3000 3299 4511 4582 4722 4723 4761 Lodging 3501 3799 7011 Car Rental 3351 3441 7512 Steamship amp Cruise Lines 4411 Money Transfer Merchant 4829 Precious Stones 4 Metals 5094 Mobile Home Dealers 5271 Duty free stores 5309 Motor Home Dealers 5592 Furs and Furriers 5681 Package Stores Beer Wine amp Liquor 5921 Antique Shops 5932 Pawn Shops 5933 Antique Reproduction Stores 5937 Jewelry 5944 Fin Institutions Manual Cash Disbursements 6010 Fin Inst
30. hant contact and response have been billed for this transaction however the merchant was unable to provide the services Paid for by another means My card number was used to secure this purchase however the final payment was made by check cash or another credit card Enclosed is my receipt canceled check front and back copy of credit card statement or applicable documentation demonstrating that payment was made by other means NOTAS DESCRIBED The item s specified do not conform to what was agreed upon with the merchant The cardholder must specify what goods services or things of value were received The cardholder must have attempted to return the merchandise and state so in his her complaint If none of the above reasons apply Provide a complete description of the problem attempted resolution and outstanding issues Use a separate sheet of paper and sign and date your description statement Public Sector Dispute Form PS003 Final 05 18 06 2008 Citicorp All ng hts reserved CITIBANK CITI ant ea DEAN CITIGROUP and the Umbrella Device are trademarks and service marks of Citicorp or its affiliates and are used and registered throughout the world 34 11 SUNY Upstate Medical s Unallowable VISA Card Charges and SUNY Exclusions e Computers e Printers e EBAY e Food Restaurants e Gifts and Gift Cards retirement birthday award plaques trophies etc flowers fruit baskets e Payments to E
31. her compared to 11 with a procurement card a savings of 56 per transaction Using the lowest reported savings estimate 24 per transaction the University saved approximately 2 3 million in the 2004 05 fiscal year IMPORTANT DETAILS Don t lend your Procurement Card or give the number to anyone Know where your card is Keep it in a secure place Goods services are not to be received at the cardholders home address All items must be received at the Central Receiving location Do not share any passwords related to your card or the online certification Check to see that your budget account has sufficient funds to cover your purchases An individual transaction cannot exceed 2500 Do not split order Report lost or stolen cards immediately to Citibank Visa and your Program Administrator FOR ASSISTANCE WITH Contact Applying for a new card Reconciliation Training Vendors to purchase from Unallowable charges Credit Card Discrepancies Michele Khasidis Program Administrator phone 315 464 4598 email khasidim upstate edu 24 VISA CARD How To s How to activate card Please follow the instructions sticker on the front of your credit card Your card is not active for purchases until this is complete Once you activate your card you can begin to make purchases How to Create your Citibank Profile Please complete this step to allow access to download and print your monthly statement This website will n
32. ionsafety Live Animal Orders All animal orders are approved through the Department of Laboratory Animal Resources prior to ordering Arrangements for non commercial source animals must be made directly through DLAR Requisitions for animal orders must be received in Purchasing by NOON the Friday before the week of delivery All information below is required on the requisition 9 Vendor name Species rat mouse primate Strain Sprague Dawley Balb C Stock number or catalog number must be on the order Quantity of animals Sex of animals Weight or age range of animals Date of arrival Investigator Name Must match the CHUA number Department Name CHUA number Project Task Award or State account number to charge Standing orders are strongly recommended to ensure the animals are available at the weight range or age necessary for the research Special arrangements can be made to have deliveries of animals Monday Thursday with DLAR approval Arrangements for animal shipments on Friday are prohibited Purchasing will place all animal orders with the appropriate vendors for delivery the following scheduled delivery day of Tuesday finalize information with DLAR and contact the end user if any changes are necessary Taconic Farms Charles River Laboratories Jackson Laboratories and Harlan Sprague Dawley make deliveries to our institution on Tuesdays Non Commercial Source Animal Deliveries Arrangements for non comm
33. itutions Automated Cash Disbursements 6011 Member Fin Institutions Merchandise amp Svcs 6012 Quasi Cash Member Financial Institutions 6050 Quasi Cash Merchant 6051 Remote Stored Value Load 6529 6530 Payment Service Provider 6531 6533 Money Transfer Member Financial Institution 6534 Value Purchase Member Financial Institution 6535 Savings Bonds 6760 Time shares 7012 Funeral Services amp Crematories 7261 Dating Escort Services 1213 Tax Preparation Service 7276 Counseling service debt marriage personal 1271 Massage Parlors 7297 Health and Beauty spas 7298 Golf Courses 7992 Video Amusement game supplies 7993 Betting Facilities 7995 Country Clubs 7997 Dentists amp Orthodontists 8021 Child Care Services 8351 Court Costs incl Child Support 9211 Fines 9222 Bail amp Bond Payments 9223 Tax Payments 9311 Food Stamps 9401 Automated Referral Services 9700 Page 1 of 1 38 TO CARD Appendix G VISA Card Application amp Agreement for Sponsored Grants NOT Medical Services Groups SPONSORED PROGRAMS 209 CAB REQUESTED FOR PRINCIPAL INVESTIGATOR PHONE NUMBER DATE PROJECT NUMBER s which this individual may charge against The undersigned in applying for a Research Foundation VISA Card agrees to the following terms and conditions 1 All VISA Card purchases shall be limited to travel memberships registrations subscriptions meeting expenses including all meals and small
34. mployees or Non Employees consultants guest speakers e Charitable donations or political contributions Purchase Card MCC Template for Exclusions Template Name SNY MCC Description MCC _Airli 3000 3299 4511 4582 4722 4723 4761 Lodging ee 3501 3799 7011 _ Car Rental _ Tf 3351 3441 7512 Steamship amp Cruise Lines 22222 4411 Money Transfer Merchant ___ 4829 Precious Stones amp Metals 5094 d Mobile Home Dealers 5271 A Duty free stores 5309 Motor Home Dealers Furs and Furriers Package Stores Beer Wine amp Liquor Antique Shops Pawn Antique Repisduation Stores _ Fin Institutions Member Fin Institutions Merchandise amp Svcs Quasi Cash Member Financial Institutions 6050 Quasi Cash Merchant Remote Stored Value Load Payment Service Provider _ 6531 6533 Money Transfer Member Financial Institution Ta 6534 A AA Value Purchase Member Financial Institution 6535 Savings Bonds 6760 jyan Time shares _ _ oo o a 47012 2 Funeral Services amp Crematories a 7261 22 a a Dating Escort Services ee l Tax Prepa tion Service 7276 _ a 7277 Massage Parlors a Zat F297 Health and Beauty spas 7298 RE Golf Courses 7992 oe Country Clubs 79
35. n alternative procurement method when making small dollar purchases Transactions limits are generally set at 2 500 with a monthly limit of 10 000 NYS Purchasing and Upstate Policy guidelines still apply when making purchases Vendor selection is encouraged from Preferred Source NYS OGS Contract Vendors and Minority Women owned businesses The Procurement card cannot be used for travel Please contact the Travel Office x to inquire about travel arrangements For more information or to request a Research Foundation or State Procurement card contact Campus State Research Foundation Michele Khasidis khasidim upstate edu x4 5720 Hospital Ken Baker bakerk upstate edu x4 2427 11 Please refer to the following appendices for further information on State and Research credit cards Appendix D State Visa Application Appendix E State User Guidelines Appendix F Unallowable State Expenses Appendix G Research Foundation Visa Application Appendix H Research Foundation Non Travel Expense Form Appendix I Research Foundation Expense Form PERSONAL REIMBURSEMENTS All requests for personal reimbursements must include the following a Completed and signed requisition b Justification for purchase and rationale for circumventing the policies of Campus Purchasing c Proof of payment receipt front back of reconciled check invoice bank or credit card statement d An individual may not authorize their own reimbursement
36. n including any quotes should be indicated 7 Comments Include any special attention needed to place the order promo information splitting costs between other P T A numbers etc 8 Attachment Attach quotes invoices etc 9 Catalog Sequential number of individual item to be ordered 10 Description A brief but complete description of the item to be purchased This should also indicate the size and packaging of items 1 e 10 packs case 11 Quantity Number of items requested 12 Unit Unit of issue 1 e each case doze pack etc 13 Price The price for each unit to be ordered if known 14 Save Reset Click save to complete and save the order or reset to cancel PURCHASING REQUIREMENTS D As a result of the complexity of various requirements and the timeline involved it is imperative that departments contact their Purchasing department when considering purchases over 5 000 Please refer to Appendix A Purchasing Thresholds Requirement of this manual for information regarding various purchasing thresholds The Research Foundation thresholds are as follows Up to 50 000 No requirement for solicitations of bids or proposals When the same suppliers are used repeatedly or on an ongoing basis for various procurements within this range pricing and quality of the goods and services must be reviewed periodically and the results maintained in a supplier procurement file 50 000 to 100 000 Solicitation of bids or propos
37. name and password you created during the self registration process and hit LOGIN e f you forgot your username and or password use the appropriate link OR customer service can assist you by calling 1 800 248 4553 Viewing printing Online Statements e After signing on to the Citi Commercial Cards System you are ready to get started e Click on the red button that says View Statements e From there you can either use the print button on the right of the page then hit print again when prompted OR e You can hit the download button for a larger print KEEP THIS STATEMENT UNTIL YOU ARE READY TO RECONCILE PRINT 2 COPIES ONE FOR Program Administrator and ONE FOR YOUR DEPARTMENT VERIFY THAT ALL CHARGES MATCH YOUR RECORDS SUNY UPSTATE HAS 60 DAYS TO DISPUTE FROM DATE OF INVOICE 29 SUNY Reconciliation Instructions e Connect to Upstate s internal home page ipage Click on the Administrator Manager Tab and select SUNY PORTAL e You will see the SUNY SECURE Sign On e Select the following Your Campus Select Upstate Medical e Enter your GroupWise User ID e GroupWise Password e click Login e Goto the E Business Services tab and select Webconnect Click on Connect to System Administration e Run program to all the screens until you get to a black screen that says Connecting to OC Webconnect Pro Server You can make this screen bigger e Press the F9 key to get to the menu e Choose the SUNY Sys
38. nd cardholder to notify the following offices in the event that an VISA Card is lost stolen or is used by an unauthorized individual VISA 888 449 2273 Research Purchasing 464 5720 Notification shall be made immediately upon learning of problem and shall provide all pertinent information with respect to the loss theft or unauthorized use Failure to promptly notify the above parties may result in financial penalties which will become the personal responsibility of the project director and or cardholder The Principal Investigator shall make every reasonable effort to recover the card from an employee whose authority to use the card has terminated or from any other unauthorized user The cardholder shall settle all disputes related to VISA Card purchases directly with the merchant involved If a credit is due the cardholder shall instruct the merchant to issue an VISA credit Voucher The Principal Investigator is ultimately responsible for all transactions involving VISA Card purchases assigned to his her RF projects s together with the following gt Ensure that the VISA Card will be used only for those purposes allowed within this Agreement and within sponsor guidelines and that each authorized cardholder is aware of his her responsibilities in this regard gt Ensure that the aggregate charges made on the AMEX Card s do not exceed the credit limit established assume responsibility for any bank charges imposed for exceeding thi
39. nd or reasonable price analysis describe or attach any communication with other sources contacted or used to determine that the cost is reasonable Certification I certify that the above statements are accurate and that this requested procurement does not violate Upstate s Conflict of Interest Policy Signature Principal Investigator Campus OM or Designee Date 19 Appendix C Rabioacrive Materials PURCHASE ORDER CLEARANCE Form This form must accompany all purchase requisitions for Radioactive Materials Both forms must first be sent to the Radiation a Office at eee Hospital Nuclide Total Activity i E ChamicalForm i l Licensee idas sanos R S O Signature d _ y R S 0 Deputy Delegate NOTE TO PURCHASING Please complete and return to the Radiation Safety Office PO Delivery Date Vendor Purchasing Agent oe Received by ee eee le EP Date R S 0 F86433 PO Clearance l _ Rev 10 2005 20 Appendix D UPSTATE MEDICAL UNIVERSITY PROCUREMENT CARD APPLICATION Your use of the State University of New York Citibank Visa Procurement Card is subject to the following terms and conditions You must follow the policies and procedures established by New York State for use of this credit card Failure to do so may result in the revocation of your user privileges or other disciplinary action which could include termination of employment You are being entrusted with a valuable
40. ne Support Help Desk at 1 888 836 5011 choose option 1 then option 2 You will be able to talk to a customer service representative 25 How to make purchases 1 Locate item your are purchasing You are encouraged when possible to utilize Preferred Source Vendors http www corcraft org www nyspsp org http www nysid org NYS Contracts http www ogs ny gov Purchase Search default asp Minority Women Vendors https ny newnycontracts com FrontEnd VendorSearchPublic asp TN ny amp X ID 4687 Please keep a record of price reasonableness to justify vendor if not using one of the above sources Include all vendor quotes as backup contact appropriate Purchase Associate at ext 5720 if you need assistance 2 ORDER Online Phone in Verify that vendor accepts VISA payment For best practices please use your credit card over a secure website or by phone with the company Emailing of credit card information is not an acceptable method 3 NYS is tax exempt When making purchases verify that tax is not included Our tax exempt is 14740026K A tax exempt form is included with your packet should a vendor request one A separate tax exempt form will need to be used for each vendor that request one 4 Amazon Orders For purchases that are not available with Preferred Source NYS Contract or Minority Women Vendors and placed with Amazon the tax will need to be removed To set up your account for tax exempt please follow the instru
41. not have to print the charge Logs e Tab to VIO3 Log List e Click Enter e Place x next to your credit card account if you have more than one card on file e Department can choose to Print Click File Print keep for your records e View the charges to make sure they are correct and match your Citibank Statement e Department can choose to Print Click File Print keep for your records e Type nexttoA gt R to return to main menu screen From the main menu e Verify that the bill cycle date is correct This you would change on the main menu screen e Tab to VIO2 Reconciliation Certification e Tab amp Place x next to your credit card account hit enter e Type S next to F gt and C next to A gt e Hit enter then hit enter again to complete transaction e Type C next to F gt and E next To A hit enter STOP print the screen 2 copies should show certified on date and by username hit enter again after printing This is your certification page and will be submitted to the Program Administrator as part of your VISA packet Keep a copy for your records as well e Make sure your name and date are filled in AND the bottom of the screen reads TRANSACTION COMPLETED If not keep hitting enter until it does To log off the system Hit pause break to get a blank screen and type off 31 INSTRUCTIONS FOR CHARGES THAT BELONG TO ANOTHER ACCOUNT or TO CHANGE THE SUB OBJECT CODING This is Optional You do not h
42. om the vendor that states the following 10 a vendor name address and telephone number b description of item or service being rendered c price Without proper back up documentation the order may be delayed Accounts Payable will not pre pay an order without back up DESKTOP DELIVERY FOR OFFICE SUPPLIES Upstate Medical University participates in an online desktop delivery program for office supplies through an approved contract vendor To participate in the program contact Campus Purchasing to obtain a User Set up Information Form The form should be completed and signed by an authorized signatory Please forward the completed User Set Up Information Form to Purchasing Once your profile has been entered into the vendor s system you will receive an email with login instructions If an item says restricted or not purchasable you must submit a signed requisition to our office PROCUREMENT CREDIT CARDS Research Foundation Bank of America Visa card Research Foundation has implemented a corporate purchasing card that can be used for travel expenses in accordance with the Research Foundation travel guidelines memberships registration subscriptions meeting expenses and small dollar purchases as allowable per the award The VISA corporate card is available to non restricted awards with the exclusion of Medical Service Group awards State Citibank VISA Procurement Card State University of New York campuses use a
43. ortunity to provide goods and services at competitive prices NYS the Governor s Office and the SUNY Board of Trustees expects 30 of all purchases to be made with certified NYS Minority and Women owned businesses M WBE s 15 MBE 15 WBE Good Faith Effort NYS Executive Law Article 15 A and University policy require campuses and the vendors and contractors vendors with whom they do business to make a good faith effort to procure materials supplies equipment and services including printing from NYS certified minority or women owned businesses M WBEs and meet University established goals for M WBE participation in contracts Additional Elements of a Good Faith Effort for Discretionary Procurements not exceeding 200 000 00 SUNY Purchasing and Contracting policies amp procedures state and consistent with NYS State Finance Law 163 where commodities or services are available from New York State certified M WBEs purchases may be made by the University in amounts not exceeding 200 000 without competitive bidding However the discretionary threshold to 200K for procurements from small minority and women owned business does NOT apply to construction amp construction related services The campuses are required to document in the procurement record support for both the reasonableness of the price and the selection of the vendor Advertising requirements under NYS Economic Development Law still apply For more information regardin
44. ot be used for the actual reconciliation If you have issues with your username or password you will need to contact Citibank direct 1 888 836 5011 option 1 then option 2 The Program Administrator does not have access to this website Create Your Citibank Online User account Go to https home cards citidirect com This will bring you to the Citi Commercial Cards System FIRST TIME USERS Click on the link Self Registration for Cardholders Click on Fill in the card data option Enter your 16 digit card number with no spaces or dashes Enter your name as it appears on the card if you use a middle intial please do not use punctuation after that initial PLEASE USE ALL CAPS FOR YOUR NAME Address information 750 East Adams St Town Syracuse Zip 13210 NOTE If you are not sure of the address please send me an email and will verify it for you The address must match what have entered into the application module Hit CONTINUE On the second screen you will be asked to create a username and password On the bottom of the screen you will be asked to answer a Helpdesk Verification question Please enter your last 4 digits of your social security If you need to call the Citibank helpdesk for anything you will need to supply them with this information Hit CONTINUE Confirm the details and hit CONFIRM Then click OK You should be self registered now If you are still having problems call the Citibank Onli
45. our monthly statement on SUNY AEPC and send a copy of your bill with all receipts and justifications attached to the Program Administrator Campus Purchasing SLC 2043 each month in a timely manner Name Your Social Security No Location Phone E Mail Signature Date 21 Part II AS supervisor I acknowledge that I am responsible to ensure that enter name of employee applicant the employee abides by the conditions and terms that have been established by New York State and Citibank Iam responsible for taking appropriate action in situations involving misuse of the Procurement Card I am responsible for canceling the Procurement card if the Cardholder is terminated for any reason or if any misuse or fraud is identified I am responsible for making certain that any reports I receive are checked for accuracy Director s Name Department Director s Signature Date Default Dept Account for Charges Additional Accounts to Access if any Dept Fiscal Authority Signature if different than supervisor Procurement Card Limits Per Transaction Limit not to exceed 2 500 Monthly Limit Required Optional Return completed application with all required signatures to Michele Khasidis Campus Purchasing SLC 2039 For Purchasing Use Only Procurement Card Administrators Signature Procurement Card Status APPROVED Date Card request Date Card Received Date
46. r is not satisfactorily resolved If the Cardholder cannot resolve a dispute with a vendor or there is a charge that is unauthorized or unrecognized on the Cardholder s Citibank statement the Cardholder may dispute the charge Cardholders can dispute charges by phone or online Any dispute must be done within 60 days of the statement date Citibank will investigate the dispute on the cardholder s behalf and assist in the resolution Citibank will issue a temporary credit pending final resolution By Phone Cardholder may initiate a dispute with Citibank by calling the Customer Service at 1 800 248 4553 Online Following are the steps needed to access and complete the dispute form on the CitiDirect On Line system 1 Access the electronic statement containing the transaction being disputed 2 Click Option next to the transaction item you wish to dispute 3 Click Dispute The Dispute Transaction form appears 4 Scroll to the bottom of the Dispute Form window Click Print and then OK 5 After the form has been printed place an X in the bracket located to the left of the reason for your dispute Sign date and fax the form along with any necessary documentation to Citibank at 605 357 2019 for investigation and resolution 28 Printing your Monthly CITIBANK Statement Available after the 6 of each Month e Website https home cards citidirect com CommercialCard Cards html e Enter the user
47. rchers who need products for immediate use The supply centers offer waived shipping charges no hazard fees or dry ice charges and reduced pricing Fisher Freezer Program contains Promega Takara Fisher Bioreagents Cellgro and Eppendorf products The freezer is located in Microbiology WH 2262 You may call x4 9497 for a contact person To obtain products from the Fisher Freezer drop off a completed and signed requisition to room 2262 and pick up the merchandise No purchase order number is needed The contact person will forward the requisition to Purchasing 14 Bio Rad Supply Center Contains polymerases reagents enzymes nucleic acids detection kits buffers and stains The supply center is located in Biochemistry WH 4261 Before utilizing the Bio Rad Supply Center please create a user account by visiting Bio Rad Freezer to obtain products from the Bio Rad Supply Center a purchase order number is required The requisitioner should fax a completed and signed requisition to Campus Purchasing x4 4599 Purchasing will contact the requisitioner with a purchase order number RETURNING AN ITEM If an item must be returned for credit or exchange contact Purchasing as soon as a problem is detected and relay all significant details including a Purchase Order number b Reason for return exchange c Company s packing list number or reference number PURCHASE OF EQUIPMENT Evaluation of equipment requirements including an
48. receipts attached to the Principal Investigator The Principal Investigator will indicate which grants s should be charged for each item on the statement The Principal Investigator will submit the approved statement together with the original detailed charge slips receipts and assigned grant numbers by the 20 of each month following your statement ex Statement date 10 31 paperwork to be submitted by 11 20 to Accounts Payable If the statement and receipts are submitted late 3 times within an 18 month period the card will be cancelled 39 re 11 The Principal Investigator will keep a copy of the statement on file until grant is closed Accounts Payable will reconcile against monthly statements to make sure that all statements have been approved and will forward them to Accounting to charge to the grant gt When VISA Card transactions are processed via telephone the purchaser must request the vendor to forward hard copy receipts gt Inthe event that receipts are lost or other wise unavailable it is the responsibility of the card holder to contact the vendor and arrange to obtain a replacement original receipt These receipts must be kept on file for audit purposes gt Note All VISA Card purchases are NYS tax exempt and no sales tax charges should be incurred IF TAX IS CHARGED IT IS THE CARDHOLDERS RESPONSIBILITY TO REIMBURSE THE GRANT FOR ANY TAXES PAID It is the responsibility of the Principal Investigator a
49. s State Finance Law 139 Governmental Entity Rep Public Officers Law Vendor responsibility profile Non collusion certificate Record of Contact log Bid tabulation Contract Upstate signatory approval Sr Admin level AG OSC approval Note Other requirements may be necessary depending on IFB RFP Commodities Printing Construction and Construction related Construction and construction related procurements should be discussed in advance with Facility Design requires same formal competitive bidding process number of sealed bids and Procurement checklist Campus Procuremnet Certification signed by Sr Admin must be sent to SUNY Systems Admin Via Confluence no AG or OSC apoproval is needed Non Construction related Services requires same formal competitive bidding process number of sealed bids and Procurement checklist Campus Procuremnet Certification signed by Sr Admin must be sent to SUNY Systems Admin via Confluence approval of contract by AG and OSC Contract Reporter ad must run for a minimum of fifteen 15 business days Reasonableness of price can be another vendor s quote purchases made by other State agencies historical cost manf cost plus profit better or equal to pricing provided to another government agency etc New York State Finance Law allows for a discretionary threshold up to 200 000 for purchases from business certified pursurant to Article 15 A and NYS small businesses Attorney General and
50. s cccscssasssassaveccavasteciavavs iocet votvasvnenydaatisannass cagesanasepaacvusndeas soeoad 14 Fisher Freezer PORTO ita A A E dais 14 AS E S tami ee 15 EN 15 Purchase of Equipment iio taria 15 Campus Contracts osie nE E E A ER E ERE E ea A a 15 M WBE Development O dado dida eo 16 Good Faith EOS DA AA A 16 Preferred Sources State Funds Online 16 A A O nade oes R RN nee 17 Appendices Appendix A Purchasing Thresholds Appendix B Sole Source Form Appendix C Radiation Safety Card Appendix D State Visa Application Appendix E State User Guidelines Appendix F Unallowable State Expenses Appendix G Research Foundation Visa Application Appendix H Research Foundation Non Travel Expense Form Appendix I Research Foundation Expense Form INTRODUCTION Campus Purchasing is responsible for procurement for the University s non patient care areas Campus Administrative Offices the Research Foundation as well as several shared service departments including Facility Design Marketing and Physical Plant The Department is dedicated to providing service to the Upstate Medical University community in a timely efficient and cost effective manner in accordance with existing regulations This guide is intended to provide a quick reference to the procedures forms and available services as related to the Campus Purchasing Department If you have any questions please contact x4 5720 and you will be directed to
51. s credit limit 40 12 13 14 VISA Card privileges may be revoked for the following reasons gt The VISA Card is the property of the bank and the bank may without liability or notice revoke or cancel all or any part of the privileges at any time gt Sponsored Programs may revoke or cancel VISA Card privilege if terms of this Agreement are violated gt Use of a Research VISA Card for any type of personal expense whether or not subsequently reimbursed will result in cancellation of the VISA Card gt Apparent and or intentional misuse of the VISA Card will result in personal liability for all questioned charges and revocation of the card If a cardholder intends to expend funds on behalf of the grant for an individual who is not listed as providing effort preauthorization must be obtained This would occur as an example when a Principal Investigator travels with students whose efforts during that travel support the grant The required preauthorization can be obtained through the Accounting and Budgeting Office Soonsored Programs The use of this card results in the expenditure of monies prior to encumbrance against a grant s balance Thus in order to assure that the grant maintains adequate funds to cover expenses incurred through the use of this program card the accounting office will reserve 5 000 of the annual funding of the named grant A purchase requisition in the amount of 5 000 must be submitted when reque
52. st be met to reimburse moving expenses 1 The claim must be made within sixty 60 days of the effective date of the appointment 2 The items moved must be household and personal goods Household and personal goods included reasonable items of furniture couches lamps furnishings clothing including children s clothing appliances tools and equipment lawn mowers etc 3 RF The sponsor must allow the expenditure s 4 The distance between the old and new place of employment must meet IRS standards 5 Total reimbursement for all moving expenses may not exceed 12 000 lbs Please note that when using State funds for moving expenses you must use a New York State contract vendor Contact Campus Purchasing for a list of approved vendors Reimbursable Expenses The following moving expenses are reimbursable 1 Basic costs of loading transporting and unloading household and personal goods Handling costs for such items as pianos refrigerators and freezers are also considered basic costs 2 RF only Storing and warehouse handling fees for household and personal goods Expenses incurred for up to thirty 30 days for goods in transit maximum of 12 000 pounds 3 Transportation costs for the employee and family members Expenses incurred by the employee and family in moving to the new location by the shortest highway route are reimbursed at the IRS mileage rate for moving expenses Reimbursement is made at this ra
53. sting an VISA Card The funds will be disencumbered upon notification from Sponsored Programs that your account is closing or that you no longer wish to use your VISA card If you have an award for which the unspent balance must be returned to the sponsor upon termination it is your responsibility to request the return of the VISA reserved funding to the budget so that it may be spent The request must be submitted to Sponsored Programs in the final year of the award two months prior to the account s termination CARD HOLDER ACKNOWLEDGEMENT Name Print Signature Date PRINCIPAL INVESTIGATOR ACKNOWLEDGEMENT Name Print Signature Date SPONSORED PROGRAMS ADMINISTRATOR APPROVAL Signature Date 41 SUNY QF UPSTATE MEDICAL UNIVERSITY VISA NON TRAVEL EXPENSE WORKSHEET Cardholder Project Task Award Statement Date Organization For Office Use Only Due Date Worksheets must be submitted by the 20 of each month for the current statement Transaction Expenditure Type VENDOR ITEM Description Date AMOUNT OFFICE USE ONLY Total of Worksheet RECEIPTS must be attached to this form Cardholder must pay Research Foundation of SUNY for any unallowable charges Project Director Signature Date Fiscal Designee Signature p Appendix I SUNY RF VISA TRAVEL UPSTATE aia PAYMENT REQUEST FORM MEDICAL UNIVERSITY INTERACTIVE DOCUMENT FILL OUT ON LINE AND PRINT
54. te for one automobile regardless of the number owned or the actual methods of transportation used The maximum claim for reimbursement for costs when a commercial carrier or rented commercial truck or trailer is not used is 200 4 Packing and or unpacking costs for household and personal goods 5 Lodging and meals Research Foundation complete the Moving Expense Reimbursement Request and Authorization Form Be sure to have the employee sign the authorization form When using a commercial mover include a cancelled check or original receipt from the mover and an itemized invoice Attach all original receipts and forms to a RF requisition State Complete the Moving Expense Agreement Form AC 1099 Attach receipt original or copy of the Bill of Lading or Freight Bill If a NYS contract vendor has not been used copies of three competitive bids must be included Complete a Standard Voucher Form AC 92 which provides a summary of the details of allowable expenditures Attach all items to a State requisition INDEPENDENT CONTRACTORS People who are in an independent trade business or profession in which they offer their services are generally independent contractors However whether these people are independent 13 contractors or employees depend on the facts in each case Therefore prior to engaging services review will need to be made by Human Resources Please use the following steps when engaging services of an indepen
55. tem Administration Online option Enter 1 next to select and hit enter e You will get a screen that says CICS Hit pause break key On the blank screen type scso and hit enter e Type in the following information into the security sign on screen o Organization type su o User ID This will be assigned by Accounting o Password o Job Function This will be assigned by Accounting e Hit enter e The next screen will give you messages if any that pertain to the SUNY mainframe system or System Administration offices Hit the pause break key to get another blank screen and type aepc and hit enter IMPORTANT This is the main menu screen Change the billing cycle to the correct date before continuing Example For billing statement ending on 11 4 13 we would use 1013 as the billing cycle date A reminder email for the bill cycle date will be sent each month prior to reconciliation NEXT STEP Follow instructions based on accounts being charged If charging default account account the card was set up on follow instructions for Default Account If charging other accounts follow instructions for charges belonging to another account If you need assistance contact Program Administrator 30 INSTRUCTIONS FOR CHARGES THAT ARE YOUR DEFAULT ACCOUNT If you are reconciling for any other account that is not your default you must use the instructions on page 9 Reconciling for Another Account e This is Optional You do
56. the appropriate staff member PURCHASING SERVICES AVAILABLE Consulting Provide information about products vendors and delivery assist with the development of Request for Proposal or Invitation for Bid specifications Negotiating Contracts and price agreements Evaluation Contracts vendor performance reasonableness of price Support Placing and expediting orders resolving disputes Purchasing Orientation for New Personnel Briefings can be arranged for new employees who are involved in processing requisitions for departmental needs Purchase Planning Purchasing can assist in developing a purchasing plan for cyclical seasonal and budgetary variations by working with the department to set up blanket or standing orders STATE amp RESEARCH PURCHASE AUTHORIZATION PROCEDURE SELF SERVE Please refer to manual on Self Serve http selfserve upstate edu for instruction on purchase authorization For further assistance contact the IMT Help Desk at x4 4115 PREPARING A STATE PURCHASE REQUISITION To avoid any delays or discrepancies when placing your order please ensure the information requested below is provided in its entirety Please use the State requisition form 44360 to place orders with Campus Purchasing Additional State requisitions may be ordered through Central Stores Be sure to complete the following information see sample 1 DATE REQUISITION IS PREPARED BY DEPARTMENT 2 DEPARTMENT ACCOUNT NUMBER T
57. tool a NYS Citibank Purchasing Card which is to be used for official business only You will be making a financial commitment on behalf of the State and SUNY You must strive to obtain the best value for the State and SUNY by following established purchasing policies as appropriate NYS Citibank Purchasing Cards are the property of New York State You must return your card immediately upon request or upon termination of employment or retirement Should there be any change in your employment status you must return this card and arrange to have a new card issued if necessary You may use this card for authorized State transactions only You may not use this card for personal charges Upstate Medical University and the Office of the State Comptroller will audit the use of your card and take appropriate action on any discrepancies or unauthorized charges Any evidence that your card has been used fraudulently will require an investigation after which disciplinary action may result You will receive information on the proper use and reconciliation process prior to being issued your Citibank Visa Procurement card Training sessions can be arranged for assistance on reconciliation If your card is lost or stolen you must notify your agency s Card Program Administrator and Citibank immediately You must comply with any changes to the terms and conditions or policies and procedures concerning the use of this credit card You are required to certify y
58. ts Up to 10k No advertising necessary General Purchase Limits 10k S15K Advertising General Purchase Limits 15k S20K Advertising General Purchase Limits 20k S25K Advertising General Purchase Limits 25K S50K Advertising General Purchase Limits S50k S125K Advertising General Purchase Limits 50 200K Advertising General Purchase Limits 125k S250K Advertising General Purchase Limits Over 250k Advertising General Purchase Limits Campus Purchasing Purchasing Thresholds Matrix Requisitioner Responsibilities ustify sel ustify sel Single so ustify sel Single so ustify sel Single so lection of vend lection of vend or Document reasonableness of price or Document reasonableness of price e source justification lection of vend or Document reasonableness of price e source justification lection of vend or Document reasonableness of price e source justification Solicit three 3 quotes Justify selection of vendor Document reasonableness of price Single sole source justification Solicit three 3 quotes Justify selection of vendor Document reasonableness of price Single sole source justification Solicit three 3 quotes Justify selection of vendor Document reasonableness of price Solicit three 3 quotes Justify selection of vendor Document reasonableness of price Provide specifications Provide list o
59. ur requirements e List other models or brands of the item which were considered and an explanation of why they were unacceptable Justification for Particular Vendor Single Source e Explain why only this vendor is acceptable e Ifno competition exists as substantiated by inquiries list vendors contacted and vendor response explanation NYS Finance Law 139 For purchases of 15 000 and above that are not covered under state contract the State of New York requires SFL 139 forms to be completed by the vendor The purpose of this form is to ensure that the vendor is aware of the finance law that the vendor or their representatives cannot make inappropriate contacts during the bid process in an attempt to influence the bid process and that the vendor agrees to comply The form also requires that the vendor report if any governmental entity made a finding of non responsibility against the vendor in the past four 4 years Any employee of SUNY Upstate Medical University who may be aware of an inappropriate contact must document it and report it to their purchasing department Please be aware that your order cannot be processed without this form from the vendor Placement of Emergency Orders 1 By Fax The signed requisition should be faxed to Purchasing at x4 4599 with the phrase RUSH marked clearly in the description area The need by date should be specified along with the desired delivery method overnight 7 day ground shipping The
60. y installation is required for all equipment purchases Please complete Form F81029 Request for Approval Equipment Technical Specification and forward along with the vendor s specs to the appropriate department for review The approved form must be attached to your requisition Form F81029 should be forwarded to the following departments for approval a Physical Plant All equipment purchases b Clinical Engineering Any patient related equipment c IMT Any equipment requiring communications technology d Radiation Safety Officer Any equipment involving radioactive material CAMPUS CONTRACTS Campus Purchasing administers several University wide contracts Lab Coat Service Campus Purchasing coordinates and maintains a lab coat rental service This service is available to any administrative personnel and staff Departments interested in obtaining lab coat services should call x4 5720 Outbound Air Freight Service A special pricing agreement has been negotiated for outbound air express shipments All State and Research Foundation funded departments as well as medical service groups are eligible to participate in the outbound air freight program contact Sandra Mascari at x4 5480 15 M WBE DEVELOPMENT PROGRAM It is the official policy of the State University of New York and Upstate Medical University to take affirmative action to ensure that minority and women owned business enterprises M WBEs are given the opp

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