Purchase requisitions are converted to purchase orders and orders placed with vendors by the Administrative Assistant for Finance. 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 email.
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 be the responsibility of the individual. It should be noted that the College receives discounts not available to individuals acting on their own accord.

Faculty and staff who need to order business cards should complete the form below. Please carefully review your order before submitting it. Your order will be processed by the Office of Financial Services, exactly as submitted. Orders may take up to one month to be delivered, due to processing and mailing time.

Please note: You do not need to complete all phone/fax fields. Any information provided in this form will appear on your business cards. However, your order must include your 14-digit office account number for processing.

Proof of your order will be sent to you directly from the printer. Your order will not be printed until you approve the proof and communicate your approval directly to the printing vendor.
Estimated costs range between $40-100 depending on quantity.

Faculty and staff who wish to order name tags should complete the form below. Your order will be processed by the Office of Financial Services. Please be sure to place your order well in advance of when you will need the tag. Orders may take up to one month to be delivered, due to processing and mailing time.
Your order will be processed exactly as submitted, including abbreviations, so please double-check each field for accuracy. Your information will be cut off if it exceeds the allotted space.
Hartwick name badges are 3” x 1.5”, and have a white background, blue lettering, and magnetic backing. Name badges cost $8 each.

If you require an additional line (for a long name or title), please email the Office of Financial Services at purchasing@hartwick.edu. $1 will be added to the cost of the tag for an extra line.

Proof of your order will be sent to you directly from the printer. Your order will not be printed until you approve the proof and communicate your approval directly to the printing vendor.

The first line, HARTWICK COLLEGE, is standard.
The second line is for your name.
The third line is for your title or department.

Advertising

All advertising, regardless of cost, requires prior approval and purchase order before submission to any newspaper, periodical or online. A requisition must be submitted, along with a copy of the advertisement All help-wanted ads must have prior approval from the Human Resources Office.

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 Financial Services. By ordering through the
Financial Services office, 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.

Bill To Address
When communicating with a vendor, the “bill to” address is always (an invoice should not 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. If you receive a vendor invoice in error, please send it to Financial Services as soon as possible.

Bookstore

The Hartwick College Barnes & Noble Bookstore consists of a textbook store and a retail store on the third floor of Dewar Union. Departments can make appropriate purchases within policy and have their department charged for the purchase.

Bus Charters

Buses are arranged through Wade Tours. After obtaining a quote from Wade Tours, 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.

Car Rentals

Material requisitions are required for car rentals. For local and regional travel requiring a car rental, contact Hertz Rent-A-Car at 607-433-8755 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 purchase.

Only pre-approved drivers may use College owned, rented or leased vehicles. See Hartwick College Vehicle Use Policy for guidelines.

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

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

Certificate Of Insurance

Hartwick College Instructions for Insurance:
Hartwick College requires proof of insurance coverage from businesses that work for us or use campus facilities. The College should be added as an “additional insured” on the vendor’s insurance for effective dates.

Hartwick College’s minimum requirements for insurance from contractors and vendors performing work on campus are listed below. Contractors are required to provide the College with a certificate of insurance that will be in effect throughout the duration of the project unless specified otherwise. Contractors are responsible for subcontractors meeting the same minimum requirements and providing evidence of such subcontractor coverage at the College’s request.

Liability Insurance and Workers Compensation
Workers Compensation: New York State statutory limits
General Liability (includes premises-operation, independent contractors’ protection, products, and completed operations, broad form property damage):

• Bodily Injury: $1,000,000 each occurrence / $2,000,000 aggregate
• Property Damage: $1,000,000 each occurrence / $2,000,000 aggregate
• Products and completed operations insurance shall be maintained for a minimum period of 3 years after final payment and the Contractor shall continue to provide evidence of such coverage to the College on an annual basis during the aforementioned period.

Property damage liability insurance shall include coverage for explosion, collapse, and underground hazards.

Contractual Liability / Hold Harmless coverage:

• Bodily injury: $1,000,000 each occurrence / $2,000,000 aggregate
• Property Damage: $1,000,000 each occurrence / $2,000,000 aggregate
• Personal Injury Insurance (with employment exclusion deleted, if applicable): $1,000,000 aggregate
• If the General Liability policy includes a General Aggregate, such General Aggregate shall not be less than $2,000,000.
• Umbrella Excess Liability: $5,000,000 over primary insurance
• Automobile Liability (owned, non-owned, and hired): Combined single limit $1,000,000 per occurrence.
• Aircraft Liability (owned and not owned): Bodily Injury:
• $1,000,000 each person/ $2,000,000 each accident.
• Watercraft Liability (owned and not owned):
• Bodily Injury: $1,000,000 each person / $2,000,000 each accident

State Disability Benefits: State statutory limits

Property Insurance
The Contractor shall provide insurance coverage for portions of the work stored off-site, in transit, and stored on the site but not incorporated into the work at the full replacement cost without a voluntary deductible.

Documentation
Appropriate documentation and certification of current, applicable insurance coverage must be provided to Hartwick College, 1 Hartwick Drive, Oneonta NY 13820 prior to the commencement of work under the contract or agreement. Contractors performing facilities-related work, unless otherwise specified, should submit documentation to Facilities Services. All other vendors and service contractors should submit documentation to Risk Management.