Procurement Office > For Employees > Purchasing > State Procurement

State Procurement

• Overview
• Purchase of Equipment, Supplies and Services
• Statement of Reasonableness of Prices
• Non-Competitive Procurement
• Food Payments/Reimbursement
• Furniture Purchases
• Repairs of Equipment
• Petty Cash Reimbursement
• Guidelines to Petty Cash Reimbursement System
• Commodity Assignments
• P.O. Number Alpha Suffixes
• Service Assignments

Overview

State operating funds and IFR funds are covered by the State Finance Law and Flexibility Legislation applicable to the State University. These laws and regulations apply to all University departments and activities using State Operating and IFR Funds. Following are specific requirements that apply to these funding sources.

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Purchase of Equipment, Supplies and Services

Estimated Cost: $0 - $20,000

• Statement of reasonableness of price required (Price Justification)
• Estimated order time: 1-5 days

Estimated Cost: $20,000.01 - $50,000

• Advertisement in NYS Contract Reporter
• Statement of reasonableness of price (Price Justification)
• Estimated order time: 25 to 40 days

Estimated Cost: $50,000.01 - $125,000

• Minimum of 3 written quotes
• Advertisement in NYS Contract Reporter
• Estimated order time: 25 to 40 days

Estimated Cost: $125,000.01 - $250,000

• Advertised in New York State Contract Reporter
• Minimum of 5 sealed bids solicited by Purchasing
• Estimate order time: 30 to 45 days

Estimated Cost: $250,000.01 and over

• Advertisement in NYS Contract Reporter
• Prior approval of OSC
• Estimated order time: 45 and 60 days.
• Minimum of 5 sealed bids solicited by Purchasing

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Statement of Reasonableness of Prices

Price justification can include, but is not limited to:

• The Vendor's published price list;
• Prior invoices from this vendor to other consumers;
• Invoices or cost sheet from prior state contracts;
• Comparisons to other vendors' prices for similar products/services;
• Comparison to similar purchases by other campuses;
• Historical cost or price comparison.

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Non-Competitive Procurement

State purchase of requirements exceeding $2,500 without competitive bidding may be made under the situations listed below only after approval is granted by the appropriate campus designee.

1. Sole source, single source and/or proprietary purchase.
2. Emergency purchase (unanticipated purchase required to protect personal safety, life or property).
3. Small Business, New York State Certified M/WBEs.
4. Centralized State Contracts.

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Food Payments/Reimbursement

DIFR, IFR, State and State Special Appropriation Accounts

1. Departments must notify Joanne Joy (631-632-6046) or Lisa Rizzo (631-632-6048) of any upcoming pre-planned, off-campus conferences, meetings, seminars, and/or training sessions that will result in the submission of a request for payment of food to a vendor or the reimbursement of food purchases to an employee. Joanne and/or Lisa will provide assistance in ensuring correct policies and procedures are followed.
2. Departments are advised to hold conferences, meetings, seminars, and/or training sessions on campus at campus meeting centers. Requests to hold conferences, meetings, seminars, and/or training sessions at an off-campus location will require prior approval from the Procurement Office (i.e. Joanne Joy or Lisa Rizzo).
3. A detailed program and/or event description specifying the nature of the university business conducted and its benefit to the State/University must be provided.
4. A listing of each individual in attendance at the event and their relationship to the business conducted must be submitted along with the payment/reimbursement request.
5. Only original itemized receipts (i.e. receipts with detailed food/beverage purchase information) will be accepted for reimbursement. Credit card receipts and/or statements will not be accepted for reimbursement.
6. As an agency of the State of New York , Stony Brook University will not reimburse for sales tax. A tax-exempt certificate must be presented for all food purchases.
7. The Procurement Office will not issue vendor payments or employee reimbursements for beer, liquor, or wine charges.
8. The Procurement Office will reimburse an employee for the actual receipted amount, not to exceed the per diem rate for the specific location at which the event was held. The per diem rate is all-inclusive of meal charges and gratuity charges/tips.
9. The Procurement Office will not issue vendor payments or employee reimbursements (drawn against DIFR, IFR, State, and/or State Special Appropriation Accounts) for food and beverages for members of the university faculty and staff when they are engaged in routine university business (i.e. faculty/staff meetings and/or departmental working lunches). The sole exception is when invited guests (other than university faculty and staff) are present and the meeting is clearly for business purposes. Vendor payments or employee reimbursements will be made in accordance with the local state per-diem rate of $13.00 for breakfast and $51.00 for dinner. Lunch expenses will be paid or reimbursed at a local rate of $30.00 (per person). Any amount exceeding the allowable rates will be considered a personal out-of-pocket expense. These rates are all-inclusive of meal charges and gratuity charges/tips.

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Blanket Purchase Orders for Food Purchases

1. Departments must submit a justification (i.e. general description of events to be held) along with each requisition submitted for blanket food encumbrances.
2. When departments submit an invoice for payment against a blanket encumbrance, along with their payment approval departments must also provide the following:
• A detailed program and or event description specifying the nature of the university business conducted and its benefit to the State/University, must be provided.
• A listing of each individual in attendance at the event and their relationship to the business conducted must be submitted along the payment/reimbursement request.
• Original itemized receipts (i.e. receipts with detailed food/beverage purchase information). Credit card receipts and/or statements will not be accepted for reimbursement.
3. Blanket encumbrances should be estimated for an entire fiscal year and submitted on a single requisition for each vendor. Departments should refer to prior year expenditures when estimating blanket encumbrances for food purchases. Should the need arise for additional funding a change order must be issued increasing the existing purchase order. All encumbrances, whether they are initial or subsequent increases, must adhere to all appropriate OSC Procurement procedures when exceeding $2,500.00.

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Furniture Purchases

Corcraft is the New York State preferred source vendor for furniture. They manufacture a variety of quality office furniture at reasonable prices.

Corcraft can be contacted at 800-436-6321. Their Website address is: http://www.corcraft.org

The designated representative for the university is Jimmy Roschilla. He can be reached at Tel: 516-852-1992, Fax: 518-434-7434

In the event that a Corcraft product will not meet your departmental needs, you may contact any of the vendors listed below. A release from Corcraft must be obtained prior to the processing of any order that is awarded to any vendor for furniture other than Corcraft. This applies to contract and non-contract orders since Corcraft is the preferred source. Non-contract furniture orders exceeding $2,500.00 are subject to the same guidelines as all other purchases.

Corcaft Authorized Distributors

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Repairs of Equipment

Submit a requisition with dollar estimate to Purchasing and include description, make, model, asset number and serial number of the equipment.

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Petty Cash Reimbursement

Reimbursements to individuals not exceeding $250 can be obtained directly through the Bursar's office for purchase of most commodities. Some restrictions apply. Call Purchasing or the Bursar's office for further information.

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Guidelines to Petty Cash Reimbursement System

LIMIT $250 FROM BURSAR

Allowable Purchases

1. Office supplies
2. Postage/Air freight/Shipping
3. Scientific supplies
4. Electro/mechanical supplies
5. Computer supplies
6. Maintenance supplies
7. Automotive supplies
8. Lumber/hardware supplies
9. Instructional supplies
10. Emergency medical/dental
11. Books

Non-Reimbursable Purchases

1. New York Sales Tax
2. Food / beverages
3. Travel related expenses
4. Advertisements
5. Overtime meals
6. Registration/membership fees
7. Magazine subscriptions
8. Parking violation and towing fees
9. Service maintenance fees
10. Office decorations
11. Deposits of any kind

All other questionable requests for reimbursement should be forwarded to the Purchasing Department on a State Requisition for review and normal processing.

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Commodity Assignments

Employee	Assignments
Joanne Joy Section Manager (631) 632-6046	Major Equipment Purchases, Stony Brook Foundation Funds, Fuel Oil
Joanne Del Bianco (631) 632-4340	Air Conditioning & Refrigeration, Appliances (Commercial/Domestic), AV Equipment/Supplies, Communication Equipment/Supplies, Computer Equipment/Supplies, Photographic Equipment/Supplies, Stony Brook Foundation Funds
Judy Reese (631) 632-6057	Copier Purchases, Marine Science Supplies/Equipment, Laboratory Supplies/Equipment, Landscape Supplies, Major Equipment Purchases
Dorothy Klevanosky (631) 632-6059	Construction Supplies & Equipment, Stony Brook Foundation Funds, Electrical/Electronic Equipment/Supplies, Machinery and Supplies, Maintenance/Power Plant Supplies/Equip, Plumbing/Power/Hand Tools, Vehicle Acquisitions, Automotive Supplies/Repairs
Lynn Patterson (631) 632-4154	Athletic Equipment & Supplies, Carpeting Purchase & Installation, Drapes/Blinds, Fine Arts Supplies/Equipment, Library Equipment Supplies, Furniture, Signs
Joann Sanford (631) 632-4155	Custodial Supplies/Equipment, Promotional Items/Clothing, Security Systems, Animals/Feed and Supplies, University Police/Fire Safety, Supplies/Uniforms/ and Equipment, Stony Brook Foundation Funds
Lisa Rizzo (631) 632-6048	Stony Brook Foundation Fund, Food Purchases ($0 - $20,000), Office Supplies & Equipment, Registrations, Name Plates
Terri Barbaretti (631) 632-6071	Printing, Dental Equipment/Supplies, Pharmaceuticals/ Medical Supplies/ Equipment, Major Equipment Purchases
Irene Wagner (631) 632-1087	Construction Supplies & Equip, Reimbursements, Subscriptions/Memberships, Office Supplies & Equipment, Books/Publications
Jonathan Rios (631) 632-0444	Expeditor

P.O. Number Alpha Suffixes

The following P.O. number letter suffixes are used to identify specific order types:

A = Prepayments including registrations, memberships, subscriptions, etc. Checks are returned to the campus to be mailed with attachment to vendor.
C = Service/Maintenance Transactions
D = Do Not Inspect (not inspected by Central Receiving)
N = Not delivered through Receiving
Q = Payment requires departmental approval

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