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Business Office Updates

College community,

Below are updates regarding business office procedures and expectations related to budget management, purchasing, etc. (this information is also on the attached notes sheet)

  • Send all invoices dated August 31, 2017 or earlier to the Business Office by September 15th.  Any late invoices will be charged to the new academic year.

  • Any purchases $5,000 to $19,999 should have 3 quotes.

    • The exemption to the 3 quotes is if the vendor and the items ordered are on state contract.  Place state contract number on Purchase Requisition Form. 

  • Please contact Purchasing Department at purchasing@sunyorange.edu about 2-3 months in advance for all purchases $20,000 or greater.  

  • Purchase Requisition Form needs to be completed, have proper authorization, and necessary supporting documentation in order for them to be processed, and submitted to the vendor in a timely manner. 

  • What information is needed to make a Purchase Requisition Form be considered complete?

    • Contact Person Name, phone, fax, email and address

    • Vendor Name

    • Department Number

    • Account Number

    • Unit Price

    • Quantity

    • Description of the item with an item number, and any other necessary information needed to place the order.

       

  • All invoices are to be sent to Accounts Payable as soon as they are received.  Please make sure that the invoice has all the proper authorization prior to submitting it to Accounts Payable.   

  • Complete a Travel Authorization Form for any travel related to conferences or professional development.  Make copies of this completed form since a copy of it should be included with all related payment requests. 

  • Remember the college will only make travel reimbursements for the most cost effective means of travel.  Please complete the Travel Reimbursement Form to find out what the cost effective means of travel is.

  • Any Food Purchases that are $300 or greater should be made 48 hours prior to the event with the Lorenzo Group by emailing orders@lorenzofoodgroup.com.

  • All beverage purchases are to be Pepsi products, unless Pepsi does not supply it, like coffee.

  • All Budget Supervisors are to check Banner regularly and complete Budget Transfers Forms prior to authorizing any purchase requisition form.

  • Anyone who is new, has changed positions within the college, or just needs access or a refresher on using Banner to monitor their departmental budgets should contact Cynthia at Cynthia.richichi@sunyorange.edu 

  • Where do I find the Business Office Forms?

    • Go to MySUNYOrange Portal and click on the Employee Tab

    • Find My SUNY Orange A to Z portlet at the center bottom of the Employee Tab

    • Select Business Office

 

Attachments

Agnes Wagner
Comptroller
9/12/2017