• Swoop, Hartwick College mascot
  • Rain Garden and Bresee Hall, Hartwick College
  • Hartwick students at Pine Lake
  • Hartwick student during art show

Purchasing Services

 

Accounting Services
The Office of Accounting Services, Bresee Hall, under the supervision of the vice president for finance, is responsible for the College’s financial operations by providing good fiscal management, accounting and reporting functions in support of the institution.

The director of financial management services and controller supervises the accounting services department, which includes accounts payable, student accounts and payroll functions.

The accounts payable clerk processes invoices from vendors for payment. For payment of honoraria, travel advances, and reimbursements, check requests are submitted to accounts payable.

The student accounts department processes all student charges and payments, including but not limited to tuition, bookstore charges, parking fines, etc.

The director of payrolls processes paychecks for all faculty and staff.

The student payroll coordinator processes paychecks for all student employees (College Workstudy and Departmental).

Advertising
All advertising, regardless of cost, requires prior approval and purchase order before submission to any newspaper, periodical or on-line. A requisition must be submitted to purchasing, along with a copy of the advertisement as approved by the Executive Director of Marketing and Communications.

All help-wanted ads must have prior approval of the Human Resources Office.

The communications office handles advertising of cultural or intellectual events. This office also provides graphic design.

Amazon.com
The College has a "corporate" account with Amazon.com. The preferred method for ordering Amazon.com books is to submit a requisition form to Purchasing. By ordering through the Purchasing Department, we are not charged tax and there is no need for individuals to request a reimbursement. Any orders not meeting the threshold for free shipping may be combined with another department's order if this can be done without any delay. Please specify if only new books are desired, or if you would consider good, used copies.

Authority to Sign Purchasing Contracts
A contract is a legally binding promise, usually involving an exchange of goods or services for money.

The authority to execute College contracts is vested in the College president, however the president has delegated authority to execute College contracts to the vice president for finance. The vice president of finance has in turn delegated authority to the purchasing manager certain College contracts dealing with the purchasing process.

Note: no one else is authorized to sign purchasing contracts or agreements on behalf of Hartwick College. Such contracts requiring a signature on behalf of the College should be routed to purchasing.

Bill to Address
When communicating with a vendor, the "bill to" address is always (never imply an invoice should be sent to any other address):
Financial Services
Hartwick College
PO Box 4020
Oneonta, NY 13820

It is essential to assure proper and timely payment of invoices that they come directly to Financial Services. Other campus offices do not hold the mechanism for making payment on behalf of Hartwick College.

Bookstore
The Hartwick College Barnes & Noble Bookstore consists of a textbook store on the first floor of Dewar Union, and a retail store on the third floor of Dewar Union.

Bus Charters
Buses are arranged through Oneonta Bus Lines, 607-432-4040. After obtaining a quote from Oneonta Bus Lines, submit it with a requisition to purchasing for processing.

For short bus trips in the area, it may be more cost effective to arrange buses through Birnie Bus Service, Inc. Their phone number is 607-432-4705. Submit such requests on a requisition to purchasing for processing.

Business Cards
Direct requests for personalized College business cards to the communications office. All such requests should be in writing with name, job title, phone and fax numbers, and e-mail address to be printed on the business cards. Business cards are printed in quantities of 100, 250, 500 or 1000.

Employees are not authorized to make up their own business cards or otherwise circumvent the Communications Office for business cards.

Car Rentals
For local and regional travel requiring a car rental, contact Enterprise Rent-A-Car at 607-433-1000 if you need to rent a car for College business. If they are unable to accommodate your needs, you should contact one of the other car rental agencies in the area before submitting a requisition to purchasing.

Only pre-approved drivers may use College owned, rented or leased vehicles. Contact Risk Management for approval.

Catering
ARAMARK has an exclusive right to provide dining services on the Hartwick campus.

Cell Phones
All requests for cell phones should be directed to the Telecom Office, ext. 4174.

Check Requests
Check request forms are submitted to Accounts Payable for
• Honoraria payments
• Reimbursements to employees

Computer Hardware
All needs for computer hardware should be routed to the Technology Resource Center so that equipment meeting the campus standards will be purchased. The TRC will process a requisition and send it to purchasing on behalf of the requestor.

Computer Software
The Technology Resource Center will assist departments and offices with the purchase of computer software.

Conferences and Seminars
When attendance at a conference or seminar is required, the attendee may submit requisitions to purchasing for the conference registration fee, travel agency for airfare, and hotel. Alternatively, one may elect (with prior approval from department head or vice president) to submit receipts, with a check request form, for reimbursement upon return to campus.

Contracts
A contract is a legally binding promise, usually involving an exchange of goods or services for money.

The authority to execute College contracts is vested in the College president, however the president has delegated authority to execute College contracts to the vice president for finance. The vice president of finance has in turn delegated authority to the purchasing manager certain College contracts dealing with the purchasing process.

Note: no one else is authorized to sign purchasing contracts or agreements on behalf of Hartwick College. Such contracts requiring a signature on behalf of the College should be routed to purchasing.

Copiers and Copier Supplies
Over the past several years, Hartwick has standardized to the Sharp brand of copiers sold by Delaware Business Systems in Delhi, NY or through OfficeMax. If you need to replace your current copier, please call 607-746-3533 to obtain a quote from DBS. As an alternative to Sharp, you may also obtain a quote on Canon copiers from Ikon in Utica at 315-735-9295, as we have recently included that brand as meeting the Hartwick standard.

Sharp copier maintenance agreements for digital copiers include supplies and one need only call DBS and ask for supplies to be dropped off at their office. However, Sharp copier maintenance agreements for analog copiers do not include supplies. As supplies are needed for analog copiers, submit a completed requisition to purchasing.

For copy paper, please order reams directly from OfficeMax or call call the Copy/Mail Center in Clark Hall at ext. 4522 to arrange for delivery of cartons of copy paper to your campus location.

Credit Card Policy for Purchasing Goods and Services
The Purchasing Manager may elect to procure goods and services using a College credit card when the use of a Purchase Order form is not accepted by the vendor, or when the order is placed online.

College credit cards issued to employees are for their use in traveling, and should not be used for the routine purchase of goods and services. Limited exceptions may be processed but generally are not allowed.

Emergency Purchases
Every effort should be made to plan ahead and work within normal purchasing procedures.

Facilities Services
Facilities Services is staffed by custodial, grounds, trades, stockroom and managerial employees from ARAMARK. They maintain 28 buildings on our campus of 428 acres.

Stockroom personnel maintain an inventory of equipment and supplies needed on a daily basis by facilities personnel.

Fax Machines
You may contact the Telecom Department if a new fax machine is needed. The Telecom Department has identified a campus standard and will process a requisition, charging your account, on your behalf. Alternatively, you may purchase one from the local OfficeMax store or buy one on line from www.officemaxsolutions.com .

Should your fax machine need repairs, please call Telecom and someone will trouble shoot it. If more extensive repairs are required, an outside vendor will be called in at your department's expense.

F.O.B. Terminology
FOB Destination, Freight Collect: title passes from the supplier to the buyer at the destination point, and the freight charges are the responsibility of the purchaser. The supplier owns the goods in transit and is responsible for filing loss and damage claims against the carrier, but the purchaser pays and bears the freight charges and files any overcharge claims.

FOB Destination, Freight Prepaid: title passes from the supplier to the buyer at the destination point, and the freight charges are paid by the supplier. The supplier pays and bears the freight charges, owns the goods in transit and may file claims for overcharges, loss and damages.

FOB Destination, Freight Prepaid and Charged: title passes at the destination point, and freight charges are paid by the supplier and added to the invoice. The supplier pays the frieght charges, owns the goods in transit and files all claims for overcharges, loss and damages. The purchaser bears the freight charges.

FOB Origin, Freight Allowed: purchaser obtains title where the shipment originates and is responsible for all claims against the carrier, but the supplier pays the freight charges.

FOB Origin, Freight Collect: title passes to the buyer at the point of origin, the buyer pays the freight charges. The buyer owns the goods in transit, and files all cliams against the carrier.

FOB Origin, Freight Prepaid and Charged: title passes to the buyer at the point of origin, and freight charges are paid by the supplier and then collected from the purchaser by adding the amount of the freight charges to the invoice. The supplier pays the freigh charges and files claims for overcharges. The purchaser bears the freight charges, owns the goods in transit, and files claims for loss and damage with the carrier.

Food Policy
Groups and events funded through the student activity fee may use outside caterers for events. It is highly recommended that these groups check with Aramark Dining for comparison of costs and services provided. If an outside caterer is used, there will be a charge for setup and clean up if requested. Outside catering must be processed through the College's Purchasing Office and the caterer must provide a certificate of insurance as evidence of liability insurance coverage.

Forms
Requisition Form

Gasoline
College vehicles should gas up at the main Facilities building on Clinton Street or use the Mirabito Fuel Group pumps on Carbon Street.

Lodging: Hotel/Motel/Bed & Breakfast Rooms (local) 

A purchase order should be used to reserve and pay for reservations when official. College guests need local lodging at College expense. Indicate all the pertinent information on a Requisition Form and bring/send it to Purchasing. The purchasing manager will make the reservation and will e-mail the reservation confirmation number to the campus host.

The College has special rates (tax exempt) with local hotels which are forfeited if employees make their own reservations outside established procedure.

Magazine Subscriptions
New subscriptions or subscription renewals are submitted to Purchasing with a completed materials requisition form.

Memberships
New memberships or membership renewals are submitted to Purchasing with a completed materials requisition form.

Newspaper Subscriptions
To start or renew a newspaper subscription, submit a completed materials requisition form to Purchasing.

Office Furniture
Office furniture standards have been identified as follows:

File cabinets Hurbson
Tables Hurbson
Wood office furniture Steelcase: Stevens Office
Task seating Kismet or Piretti: KI
Task seating Aeron: Hurbson


Please route all furniture requests to purchasing.

Office Supplies
Hartwick purchases office supplies on-line from OfficeMax . Requests for a sign-on to this system should be routed to purchasing.

We receive free, next-day desktop delivery by UPS of in-stock items from OfficeMax.

If you wish to go to the OfficeMax store at the Southside Mall, you may borrow a discount card from your department secretary or from purchasing. This card will assure you receive the Hartwick contracted prices.

On-Line Requisitions
At this time, the on-line requisition feature in Datatel is being rolled out. If you do not yet have access, please continue to submit paper requisitions via fax or campus mail. Click here to download Requisition Form .

Petty Cash
Petty cash may be used for purchases of $75 or less. An original receipt is required to substantiate the purchase, which should include: name of vendor, date of purchase, description of item/s purchased, and amount paid.

Professional, Personal and Consulting Services
Professional, Personal and Consulting Services are handled as honoraria.

Publications
The communications office produces publications for Hartwick. It offers writing, editing and graphic design services to offices and departments. Any communication intended for an off-campus audience including but not limited to advertisements, articles or press releases must be cleared by the publications office for style and grammar.

Any printing job to be done off campus must be processed through the Purchasing office with a completed requisition form.

Purchase Order Forms
Purchase order forms are legally binding documents issued by the Purchasing Department to procure goods and services from external suppliers. These forms specify and communicate all the necessary information for the vendor to fill and ship the order to Hartwick College. Purchase Orders will specify payment terms, delivery dates, item stock number, item description, quantities, shipping terms all other obligations, terms and conditions.
Hartwick's Purchase Order forms are four-part forms. The copies are distributed as follows:
• White -Vendor
• Yellow -Department (file copy)
• Green - Receiving (to be signed, dated and sent to Accounts Payable when items have been received or service has been completed)
• Pink - Financial Services/Accounts Payable

Purchase Order Process
From Requisitions approved orders will be printed on Purchase Order forms. Purchase Orders will either be transmitted to the vendor verbally, in person, via fax, or via e-mail. All such orders will bear the signature of the Purchasing Manager.

In specific instances it may be appropriate for an individual to place the order. This is only done after the Purchase Order has been created and the unique purchase order number given to the employee. It is essential this unique number appear on the invoice the vendor will send to Hartwick College.

Any orders placed outside established procedures will be deemed personal, that is: between the individual and the vendor. Unless ratified by the College, payment of any resultant invoice will the be responsibility of the individual. It should be noted that the College receives discounts not available to individuals acting on their own accord.

When appropriate the Purchasing Manager may place orders on-line using a College credit card.

Purchasing Manager's Authority
The President has delegated the authority to sign purchase orders to the College Purchasing Manager. The Purchasing Manager is accountable and responsible for the act of procuring goods and services considered essential to the operation of the College. The acquisition of goods includes purchasing as well as leasing. Services include, but are not limited to, those provided by consultants and contractors.

Individuals with organizational responsibility should request goods and services on either a Material Requisition form or electronically through the Datatel system. Such individuals need to be aware that they shall not actually place orders on behalf of Hartwick College, that they lack the appropriate purchasing authority to do so.

Purchasing Requirements within Specified Dollar Range
Each Vice President has set his/her dollar amounts for which their signature is required before submitting requisitions to purchasing. Please consult with your VP for this amount. This threshhold is the same for paper requisitions and electronic requisitions.

Quotes and Bids
When acting in an authorized manner, individuals may seek quotes and bids from vendors but lack the authority to actually place an order on behalf of Hartwick College. Quotes or bids should accompany the Requisition Form submitted to Purchasing.

Radioactive Materials
All requests, requisitions, and purchase orders for purchase or disposal of radioactive materials must be processed through the Radiation Safety Office, located in 121 Johnstone Science Center.

Repairs and Repair Parts
A purchase order is to be obtained prior to any commitment for repairs on equipment. You should first obtain an estimate from the vendor (in many cases an authorized dealer), then attach it to the requisition sent to Purchasing.

Requisition Form
Requisition forms are submitted to Purchasing to purchase goods and services.

To communicate your requirements on either paper or electronic forms, you must give the following information:
• Today's date
• Requested by name (individual order will be delivered to)
• Department name
• 14-digit Datatel account code
• Suggested vendor's name and address
• Quantity of each item to be procured
• Stock number/item number, if appropriate
• Complete description (attach quote, drawing or other pertinent information)
• Estimated unit price
• Estimated total price
• Specific delivery or completion date that order is needed by (Not when you wish Purchasing to process your order)
• Authorized approving signature(s)
• Note: you may also include comments helpful to Purchasing that will not appear on the Purchase Order such as vendor fax name or e-mail address.

Sole Source
Obtaining a quote from or buying from a sole source is permitted only when the goods or services are only available from a single supplier.

Examples of circumstances necessitating use of a sole source are: compatibility of equipment, accessories or replacement parts

When submitting a requisition to Purchasing, include written documentation from the vendor confirming it is the sole supplier of the goods or services you want to buy.

Splitting Purchases
Splitting purchases or "serial" purchases to stay within the dollar limit that requires a vice president’s signature is strictly prohibited.

Tax Exempt
Hartwick College is exempt from paying New York State Sales Tax. Tax exempt certificates can be obtained in the Purchasing office.

Telephones
All requests for telephones should be routed to the Telecom Office, ext. 4174.

Vehicles
Purchasing oversees the College fleet of vehicles. Contact Purchasing when it is necessary to start looking for a new or replacement vehicle.

Wal-Mart-Card Wal-Mart tax exempt cards may be obtained in the Business Office.

Water Coolers/Dispensers
For bottled water and water coolers, our vendor is Delaware Valley Spring Water.

Know the facts.
14The number of off-campus January Term programs planned for 2015.