This document explains the following services of the Business Office:

Vendor (Store) Accounts with a Physical Store Credit Card

Vendor (Store) Accounts with No Card

Vendor accounts (with browse only log in)

New York State Preferred Vendors

New York State Contract Pricing

Requisitions for Purchase Orders

How & why to obtain multiple vendor quotes

Computer Hardware and Software Purchase:

Telephone Accessory Purchase:

Furniture Purchases

Blanket Purchase Orders

Sales Tax status

JCC has many, many vendor accounts. See the file named ‘Active Vendors.’

Many items we buy are under New York State contract and should be purchased from vendors with a contract in a timely manner instead of running to a local store (with or without a JCC store credit card) to purchase at a higher cost.

JCC staff and faculty should not purchase items with their own funds – it is not good practice from the purchase authority /approval standpoint. The Business Office realizes that there are times it can’t be avoided.

Vendor (Store) Accounts with a Physical Credit Card

The Business Offices at each campus have physical store credit cards. College staff and faculty with permission from the appropriate Dean/Director may sign out the cards for a 24-48 hour period. The store cards are in high demand in the weeks preceding Kids College and are to be returned within 24 hours.

The following physical store cards are available to purchase office supplies, commodities, and groceries for events. Each card has its own idiosyncrasies, listed below.

Dollar General

Staff must be on the authorized shoppers list with the vendor.

If you need to be added, contact Julie 2-3 days ahead of shopping.

Staff signs card out at the Business Office

Staff presents card to the cashier.

There has been issue of tax charged. Please take an AC-946 form along just in case.

Home Depot

Requisition for a blanket purchase order for department is required.

Blanket Purchase Order issued for the fiscal year.

Staff signs out card at business office.

Staff produces Home Depot card, BPO #, and JCC sales tax exemption # at check out.

You may use the self check out, just MAKE SURE it’s tax exempt.

Sales tax exemption is only 8 characters long. 16600265. The last digit of our EIN is not part of their #.

Tops (any location)

Staff signs card out at the Business Office

Staff presents card to the cashier.

Tax exempt status is built into card.

Self check out has not been tested as of 09/01/2019

Walmart (in store purchases)

Staff signs out card and cardboard exempt card at the Business Office.

Staff presents BOTH credit card and cardboard exempt card to the cashier.

Self-check out has not been tested as of 09/01/2019.

Wegmans

Staff signs out card at business office

The PIN on back of card is the tax exempt code.

Self-check out has not been tested as of 09/01/2019.

For all card purchases, the original receipt should be turned in to the Business Office. Please scan to yourself, if needed.

Vendor (Store) Accounts with No Card

There are many vendor accounts for which we have completed a credit application and may buy items ‘on account’.

The following frequently used store accounts are available to purchase office supplies, and commodities for events:

Amazon.com

Email completed requisition with links to Purchasing

Business Office staff complete order online with Amazon account

Dollar Tree

Email completed requisition with links to Purchasing

Business Office staff complete order online with MasterCard

When ‘Your Order is Ready for Pick Up’ email arrives, take email to store.

Office Depot / Office Max

NYS OGS contract #

website:	https://business.officedepot.com

Login	JCCBrowseOnly	Password:	4supplies

S&B Computer & Office Products

NYS OGS contract # PC67564

Website:	https://sbcomputers.ediversitynetwork.com/

Login:	JCCBROWSEONLY	Password:	2HappyPens!

Walmart.com (online purchases for items not avail in store)

Email completed requisition with links to Purchasing

Business Office staff complete order online with MasterCard

Purchase order is processed & faxed to 479-277-0840

Curb pick up is available

The following grocery store and restaurant accounts (and others) are available to purchase groceries and meals for meetings/events:

Bair’s Pizza

Beef ‘n Barrel

Honest John’s Pizzeria

Reid’s Food Market

Mary’s Deli

A purchase order is best for local vendor accounts to insure tax-exempt purchase and ability to charge on account. Sign and code receipt and send to Accounts Payable.

New York State Preferred Vendors

Preferred Source Vendors are established by New York State law and offer a variety of merchandise. New York State preferred source vendors support programs for the blind and disabled; or for the correctional services manufacturing program. The following links will take you to Preferred Vendors:

Shop NYSID Catalog	Site:NYSPSP Home	Corcraft

New York State Contract Pricing

As part of SUNY, JCC is eligible to buy under New York State Contract Pricing. This can result in a considerable savings. For example, the NYS discount at S&B is 10-60% off their retail price. NYS Contracts can be reviewed at www.ogs.ny.gov

Requisitions for Purchase Orders

JCC Policy requires the use of purchase orders before the ordering of goods and/or services.

A requisition for similar commodity types (i.e. office supplies, computer supplies) with a total of $1500 or more requires three telephone quotes; buying from a Preferred NYS vendor; or buying from a NYS Contract.

A requisition for similar commodity types (i.e. office supplies, computer supplies) with a total of $7501 to $19,999 requires formal written quotes from three vendors; or buying from a Preferred NYS vendor; or buying from NYS contract list.

For purchases exceeding $19,999, please see JCC Policy Manual.

A complete Purchase Requisition includes vendor name, address, email, ship to staff name, ship to address, budget code(s), signature of department head, quantities, item description, item link if Amazon, item price, total price, total of all items, NYS Contract #, customer # if available, time period covered, fiscal year, any notes pertaining to split of expense by fiscal year, and any other relevant information. Do not email incomplete requisitions to purchasing.

The item links are important so that the correct model, color, thickness, whatever of the item is ordered. Purchasing staff enter the details of your requisition into Banner Finance by cut & paste method from the Excel worksheet/requisition you send.

Email completed requisitions to purchasing@mail.sunyjcc.edu in Excel .xls or .xlsx format. For item accuracy and timesavings, Purchasing staff copy from requisition and paste to Banner Finance FPAPURR to enter the purchase order whenever possible.

Generally, requisitions received by noon are processed and emailed within two days. The completed signed purchase order will be emailed to the vendor, the requisitioner, and payables.

Poor planning does not constitute an emergency. Emergency POs are legitimately needed at critical times by Buildings & Grounds and Information Technology Services.

How to obtain several vendor quotes with one email:

An easy way to obtain several vendor quotes with on email is to prepare an Excel worksheet with commodity descriptions, and quantities needed for the year. Blind copy email three or more vendor sales reps asking them to add their item number and price. Once received, forward emails to purchasing with the completed requisition. If not buying at lowest price, the requisition should be documented with reason (i.e. commodity quality, local vendor, delivery timing, etc).

If an Org/Department spends several thousands of dollars (but less than $20,000) from a single vendor during a fiscal year and the vendor is not a sole source and is not under NYS OGS contract, annual quotes should be obtained from at least three vendors.

Computer Hardware and Software Purchases:

Requests for computer hardware & software should be sent to Jeff Camp, Director of Information Technology Services (ITS) for approval prior to emailing to Purchasing. ITS is responsible for installing, maintaining, and updating hardware and software, therefore Jeff must approval all computer hardware and software purchases.

Telephone Accessory Purchases:

Requests for telephone accessories should be sent to Jeff Camp, Director of Information Technology Services (ITS) for approval prior to emailing to Purchasing. ITS is responsible for installing, maintaining, and updating telephone equipment, therefore Jeff must approve all telephone accessory purchases.

Furniture Purchases

Requests for furniture purchases should be sent to Dave Johnson, Director of Buildings & Grounds (B&G) for approval prior to emailing to Purchasing. B&G is responsible for assembling, maintaining, and repairing furniture, therefore Dave must approve all furniture purchases.

Blanket Purchase Orders

Blanket purchase orders (BPO) are meant for recurring maintenance items over the fiscal year period. The items, quantities, pricing, and ship dates vary. A BPO is meant to save time for maintenance staff when daily or weekly runs to hardware, plumbing, electrical, etc suppliers are made. A BPO is not meant for the convenience of your lack of planning.

Blanket purchase orders do not encumber the budget.

Sales Tax status

JCC is a part of State University of New York (SUNY) education system, which is a political sub-division of New York State, and is therefore exempt from sales tax. Divisions of New York State are not issued a six-digit NYS sales tax exemption number. Vendors required to collect NYS sales tax should be issued a purchase order. The purchase order is their documentation that JCC is exempt from paying NYS sales tax.

In addition to the purchase order, a current JCC W9, and the NYS Dept of Taxation & Finance letter to JCC, dated May 2002, may be emailed to vendors. This is a perfectly normal vendor request. We in turn ask our vendors for their W9.

NYS form AC-946, Tax Exemption Certificate, may be used for small cash purchases at local stores that we do not have an open account with.

NYS form ST-129, Exemption Certificate, may be used at hotels in NYS for tax exemption.

NYS ST-119 form, Exempt Organization Exempt Purchase Certificate, should not be used.

Please contact Business Office staff with any questions. Thanks for reading!