Office and Procurement ServicesWe’re here to help you!

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Office and Procurement Services

Sue Peck, Director of Office Services

Mary Schaumberg, Printing/Mail Clerk

Debra Campbell,Mail Clerk

(Powell Campus Center)

Donna Sturdevant, Director of Statutory

Procurement

Cheryl Foster,Procurement

Assistant

Office and Procurement Services is an atypical setting: two directors and one office. It can be a little confusing.

Who’s Who In OPS?

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Sue Peck Donna Sturdevant

• One Card Questions• Questions on the Following

Commodities:• IT: Computers/Printers• AV• Athletics• Printing/Publishing• Office Supplies• Equestrian• Mail/Shipping• Promotional Items• Car Rentals• MFP (Multi-Functional

Printer)/Copies• Shredding

• Statutory Construction Purchasing• Questions on the following

commodities:• Maintenance• Laboratory/Sciences• Industrial• Arts• Furniture• Safety/Security• Miscellaneous

How do I know who to contact?

Email Sue or Donna at procurement@alfred.edu or call

607-871-2698

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What can OPS do for you? Help you with your big purchase needs Direct you to a reputable vendor Help your department save a few bucks Set you up with an AU One Card Help you with Printing and Mailing

Services Assist you in the Mail Room We have the buzz on employee

discounts! Ooh la la!

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Not sure where to begin when purchasing? We can help!

You can find the AU-Find-A-Quote on our website: http://our.alfred.edu/index.cfm/fuseaction/procurement.home.cfm

Or, if your purchase is fairly simple, feel free to email us at procurement@alfred.edu or call us at 607-871-2698.

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What’s a Requisition? What’s a PO? What’s the Difference? A REQUISITION is an internal document that

faculty, staff, and in some cases a student fills out to request a purchase order

A PURCHASE ORDER, or PO, is a formal document issued by OPS. It specifies – per the requisition – the types, quantities, and prices for the goods and/or services the vendor (the seller) will provide AU (the buyer)

The difference is that YOU fill out the requisition. We process it in Banner and then distribute the PO

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Do I Need a Purchase Order?In general, all purchases of goods and services require OPS review and approvals. However, the following are exceptions where departments may obtain special services following the

guidelines in place by the University.

AU One Card Purchases under $1,000Items picked up in person up to $1,000

Mail services

Maintenance/Service Agreements

Membership renewal fees/dues

Postage/Freight

Registration fees, conferences and seminars

Software subscriptions, renewals under $1,000

Subscriptions - magazines, periodicals

Travel Services

Beverages

Books, tapes, etc.

Catering

Consulting

Entertainment

Film rentals

Flowers

Food

Goods and Services not requiring a PO:

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How do I request a purchase order?

The requisition is the document that requests your purchase order. When that’s received we’ll be able to process that PO!

To get a requisition visit our website: http://our.alfred.edu/index.cfm/fuseaction/procurement.home.cfm or call us at 607-871-2698.

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What do I need on my requisition? Contact and Delivery

Information Your product description

and its item number Vendor contact

information FOAP Budget Supervisor

approval Research approval (if

applicable) Special Notes to

Procurement

FOAP stands for

Fund Organization Account Program

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What happens after I turn in my requisition? OPS staff will review

your request, making sure you have the appropriate signatures, FOAP, etc.

An OPS Director will have to approve your request

A Purchase Order will be processed and distributed, and a copy will be emailed to you

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Now your requisition will turn into…a purchase order!

Before After

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It’s been a couple of days…what could be holding up my PO?

No signature from budget supervisor No signature from Research (if

applicable) OPS is waiting for the vendor to

complete a Vendor Registration Form

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Cool! I got my stuff! What do I do now OPS?

Shortly after you receive your goods, the vendor will send an invoice (aka bill) to Accounts Payable. AP will email you to confirm that your PO has been fulfilled, and then they will pay the vendor. Send any packing slips to AP…

And you’re all set!

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Uh oh…what if the vendor sent me an invoice that’s on a PO?

Don’t worry! Send that invoice down to Accounts Payable and they’ll pay the vendor. You can identify our PO numbers on the

invoice because they are usually formatted as: P000#### or 167### .

*If you have a One Card, do NOT pay the vendor for goods/services purchased on a PO.

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Are all of the OPS purchases made with a purchase order?

No, sometimes OPS will order your items with our credit card. In this case, your

packing slips and any invoices you might receive should go back to OPS in Greene

Hall, and not to the Business Office.

16Here’s how you can tell the difference between an order placed on a PO, and one placed with a One Card:

Placed on a One Card:

Your requisition will be returned to

you with the words “One Card”

written on the top right corner.

Sometimes there will be an order

confirmation attached…it depends

on the vendor.

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Hey! How do I get one of those AU One Cards?

Well…first make sure your supervisor says it’s okay…then you need to fill out a One Card application.

One Card Applications are found on our website!

After the paperwork is in place, you will be contacted for One Card Training.

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Is there anything I should know about purchases I make myself, and not through OPS?

When using a new vendor visit the Better Business Bureau: www.bbb.org. You can search your vendor to verify they are a reputable and legitimate provider.

And don’t forget about sales tax!

When in doubt email or call OPS. procurement@alfred.edu or 607-871-2698.

19Some Quick Notes On Sales Tax

Alfred University is a tax-exempt organization within New York State.

These additional costs are depleting your departmental budget.

Any merchandise shipped to AU from another state is a tax exempt

purchase.

At the time of a purchase tell the vendor that AU is tax exempt, and

present them with a tax exempt certificate.

The vendor has the right to refuse AU’s sales tax status…but always try

to prevent the cost, or try to get the reimbursement.

When planning your trip, the university does have to pay taxes for:

Airline purchases

Fuel

For a copy of AU’s tax exempt certificate, go to:

http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cf

m

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How Do I Get a Tax Reimbursement? If you notice taxes on your online purchase after submitting your order,

contact the vendor via telephone, email, or live chat and let them know you were charged sales tax and you are requesting a reimbursement.

You may need to provide your order number.

If it’s a local vendor, you may need to take the tax exempt certificate to them directly.

You will need to provide the vendor the tax exemption certificate. Some vendors require that you write the name of the seller on the line under “blanket certificate” and the date of purchase, too.

In regards to Amazon…OPS can set you up with a tax exempt account. Contact Sue Peck for more information.

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Bids and proposals and requests…oh my!Yeah! What’s that about? What do we do with those SUPER LARGE dollar items? What’s done in that case?

This is the scoop….

• If your purchase is < $50,000 the department can get their own quote…

BUT…

OPS reserves the right to get other bids

• > $50,000 OPS gets the bids

Don’t forget…we’re here to help you! We’re not trying to be a tyrant. We are familiar with the vendors and suppliers out there. We not only want to

help you SAVE but get a QUALITY product!!!

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Other Training OPS Offers One Card

Want the university discount but need an account? OPS can set-up an account for you with: Amazon Cintas Document Management Fisher Scientific Office Max Staples

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Hey…didn’t you say something about printing and mailing services?

Black and White PhotocopyingColor PhotocopyingDuplicatingNewsletters General Office formsLetterhead/Envelopes BookletsBrochuresPosters Back to Back Printing Folding

CuttingCollating and StaplingSaddle StaplingPunch & Spiral Binding3-Hole PunchLaminatingTabbingLabeling/StuffingOutgoing general mailFirst and Third Class Mailings

***Please allow 1-3 business days for small printing requests to be completed

and 3-5 days for large printing requests.***

Services are available for the Alfred University Community and Students.Email Mary Schaumberg at schaummd@alfred.edu or check out the website http://our.alfred.edu/index.cfm/fuseaction/facilities.printing_services.cfm for a

printing request form or more information!

Yes! We have a small print shop and mailing services facility! Take a look at our services!

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What about the mail room in the Powell Campus Center?

U.S. Postal Stamps Weighing and mailing small packages up to 5 pounds Priority Mail Interoffice mail distribution International First Class mail Mail/Package pickup - package notification is via AU email. Students must wait

for email notification prior to package pick-up and will need an AU ID in order to receive packages.

Department distributions Forwarding mail service for students who have left AU residence halls Certified/Registered mail

This is where you can drop off any interoffice mail or any mail that already has postage on it. Non-statutory mail is also picked up here.Students can obtain services like…

Questions? Contact Debbie Campbell at campbedk@alfred.edu or 607-871-2666

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POTENTIAL SCAMSBelow are some tactics that some companies

use to scam universities: Asking for your copier’s serial number, brand of copier and/or

printer. Sending out an “invoice” that looks legitimate, but it turns out to

be a solicitation. Frequently making reference to a local dealer or manufacturer

such as XEROX, giving the impression that they are your regular supplier or representative.

Pretending to be conducting a survey to find out what office equipment (especially photocopiers and printers) you have and to verify your address so they can call you back posing as your authorized dealer to sell you toner, etc.

When in doubt transfer the call to OPS: 607-871-2698For more information on Unsolicited Vendors and Scams go to our website

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Don’t forget about those employee DISCOUNTS*!

http://our.alfred.edu/index.cfm/fuseaction/procurement.Employeeincentive.cfm

*These vendors and discounts change often, so keep checking the website!

(Through E&I)

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Helpful Links… Procurement: http://

our.alfred.edu/index.cfm/fuseaction/procurement.home.cfm

Office Services: http://our.alfred.edu/index.cfm/fuseaction/facilities.office_services.cfm