1. Procurement Services We’re here to help you!

2. Donna Sturdevant Director Debra Campbell, Mail Clerk PCC Mailroom Valerie Ewald, Procurement Assistant Cheryl Foster, Procurement Specialist Who’s Who In Procurement? 2

3. How do I reach someone if I have questions? Email procurement@alfred.eduprocurement@alfred.edu or call 607-871-2698 3

4. What can we do for you?  Help you with your big purchase needs  Direct you to a reputable supplier  Help your department save a few bucks  Direct you to contract suppliers for:  Car Rentals  Furniture  IT purchases  Laboratory Equipment & Supplies  Maintenance & Industrial Equipment & Supplies  MFP (Multi-Functional Printer)/Copiers  Office Suppliers  Help you with Mailing Services  Assist you in the Mail Room  We have the buzz on employee discounts! Ooh la la! 4

5. 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/fus eaction/procurement.home.cfm http://our.alfred.edu/index.cfm/fus eaction/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. procurement@alfred.edu 5

6. 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 6

7. Do I Need a Purchase Order? In general, all purchases of goods and services require review and approvals prior to the department agreeing to purchase with a company. However, the following are exceptions where departments may obtain special services following the guidelines in place by the University. AU One Card Purchases under $1,000 Items picked up in person up to $1,000 Food Mail services Maintenance/Service Agreement Renewals Membership renewal fees/dues Postage/Freight Registration fees, conferences and seminars Subscriptions - magazines, periodicals Travel Services Advertising Beverages Books, tapes, etc. Catering Consulting Entertainment Film rentals Flowers Goods and Services not requiring a PO: 7

8. 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/fuse action/procurement.home.cfm or call us at 607-871-2698. 8

9. What do I need on my requisition?  Contact and Delivery Information  Your product description and its item number  Supplier contact information  FOAP  Budget Supervisor approval  Research approval (if applicable)  Special Notes to Procurement FOAP stands for F und O rganization A ccount P rogram 9

10. What happens after I turn in my requisition?  Our staff will review your request, making sure you have the appropriate signatures, FOAP, etc.  The Director will approve your request  A Purchase Order will be processed and distributed, and a copy will be emailed to you 10

11. Now your requisition will turn into…a purchase order! BeforeAfter 11

12. 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 supplier to complete a Vendor Registration Form 12

13. Cool! I got my stuff! What do I do now? Shortly after you receive your goods, the supplier 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 supplier. Send any packing slips to AP… And you’re all set ! 13

14. 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 supplier. 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. 14

15. Are all purchases made with a purchase order? No, sometimes we will order your items with our credit card. In this case, your packing slips and any invoices you might receive should go back to us in Greene Hall, and not to the Business Office. 15

16. Here’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. 16

17. Is there anything I should know about purchases I make myself, and not through Procurement Services?  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 supplier. www.bbb.org  And don’t forget about sales tax!  When in doubt email or call us at procurement@alfred.edu orprocurement@alfred.edu 607-871-2698. 17

18. Some 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.cfm http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm 18

19. 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 < $20,000 the department can get their own quote…but remember that a quote is not an agreement to purchase, only Procurement can agree to purchase over $1000 BUT… We reserve the right to get other bids – other bids will be obtained as a cooperative effort with you, the end user. > $20,000 we get 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!!! 19

20. Other Training OPS Offers  How To’s for suppliers Want the university discount but need an account? OPS can set-up an account for you with:  Amazon  Fisher Scientific  Office Max  Shred-It (formerly Cintas)  Staples 20

21. 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 (FedEx)  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. All other mail send to Procurement, Greene Hall. Employees and Students can obtain services like… Questions? Contact Debbie Campbell at campbedk@alfred.edu or 607-871-2666campbedk@alfred.edu 21

22. POTENTIAL SCAMS Below 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, TOSHIBA, ETC., 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 PS: 607-871-2698 For more information on Unsolicited Vendors and Scams go to our website 22

23. 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 ! 23

24. For additional information visit our website at … http://our.alfred.edu/index.cfm/fuseaction/ procurement.home.cfm 24