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Input Deadlines For Requisitions and Purchase Orders For Fiscal Year 2013-2014

All requisitions must be input with departmental approval no later than June 30, 2014.

May 26, 2014: Last day for submitting approved requisitions for non-contract purchases greater than $50,000.

June 25, 2014: Last day for submitting approved requisitions with supporting documentation for non-contract items less than $50,000 and all other value state contract items. Bid opening must be no later than June 30th and items must be delivered and invoiced by the first week of September to utilize FY2013/2014 funds.

 Holiday Curtailment Bid Deadlines

Purchasing will be closed for holiday curtailment beginning December 25, 2013 and reopen January 2, 2014. Bid dates before and after shutdown are:

November 26, 2013: All requisitions with value exceeding $50,000 that are not on state contract and that require advertising in the New York State Contract Reporter must be received in the Purchasing Department no later than November 26th for opening on December 23, 2013.

January 29, 2014: Requisitions with value exceeding $50,000 that are not on state contract, that require advertising in the New York State Contract Reporter and that are received in the Purchasing Department after November 26, 2013, will open on January 29, 2014.

 

Business System Available

The BU Business System (BUBS) and Business Intelligence (BI) are now active and operational.  For additional information, system sign-on links, etc., please access the Business System "Portal" at http://www.binghamton.edu/business-office/  

If you have any questions, please contact the Business Office or Human Resources.

Purchasing SUNY Web Reminder

If an approved requisition under $2500 is received by Purchasing through SUNY Web Procurement prior to 2:00 P.M., it would be reviewed for appropriateness. If passing the review, the requisition would be assigned a purchase order number no later than close of business (5:00 P.M.) on this day. The requesting department will be able to access and print the newly created purchase order, sign the purchase order using a pre-determined departmental signatory and then mail, fax, scan/email the purchase order to the vendor.

Encumbering Funds Against A Contract Or Adding A Change Order Increasing A Contract Amount

For those departments encumbering funds against a contract or adding a change order increasing the encumbered amount against an existing contract [ prefixes C, CM,T,L, or X], please complete an approved  requisition transmitting it to Purchasing. Since the SUNY Requisition System only allows for the creation of purchase orders, your approved requisition will provide us with the appropriate accounting stream to which we'll encumber the funds against the identified contract.  Purchasing will reject the requisition back to the department with a note that the funds have been encumbered against the identified contract which  establishes an accounting trail for your reference.

 Business System Conversion July 1st

June 30th marks the end of SUNY's 12/13 fiscal year and the campus conversion off the Oracle Financial System to the new SUNY/Binghamton University Business System (BUBS).   As of July 1st, Oracle should only be used for inquiry on history and your related access will be updated accordingly.

On July 1st, BUBS will be offline to run the required startup for the new 13/14 fiscal year.   This involves coordination with the Division of the Budget, the Office of the State Comptroller and SUNY Central.   We have been informed 13/14 funding will become available for campus utilization around July 15th.   Expenditure history indicates there is very little activity during this time frame. We will monitor and notify you as soon as the BUBS system becomes available for 1314.

In the meantime, requisitions and purchase orders cannot be created by the departments. As previously advised, if you need to make purchases using new-year funds, you must:

Oracle Input Deadlines For Requisitions and Purchase Orders For Fiscal Year 2012-2013

Purchasing encourages departments to diligently review all commitments as we approach our fiscal year end and cancel those that are not needed.

May 24, 2013: Last day for submittal of requisitions for non-contract purchases greater than $20,000.

June 21, 2013: Last day for submitting approved requisitions with supporting documentation for non-contract items between
$2,500 and $20,000 and all other value state contract items. Bid opening must be no later than June 28th and items must be delivered and invoiced by the first week of September to utilize FY2012/2013 funds.

June 30, 2013: Last day for creating purchase orders for purchases less than or equal to $2,500.

July 2, 2013: Mass cancel begins for all outstanding old year requisitions.

August 28 - August 30, 2013: Departments review uninvoiced old year Oracle Purchase Orders to see if goods or services are still needed. If so, create a new SUNY requisition referencing the original PO number in the item description. IF VENDORS HAVE ALREADY RECEIVED THE OLD YEAR ORACLE PURCHASE ORDER THE REPLACEMENT PO IS FOR INTERNAL PURPOSES ONLY. DO NOT PRINT AND SEND THE SUNY PO TO THE VENDOR OR YOU MAY RECEIVE DUPLICATE SHIPMENTS.

Week of October 1, 2013: Mass cancel begins for all uninvoiced Oracle Purchase Orders for fiscal year 2012-2013.


VENDORS NOT IN NEW YORK STATE VENDOR SYSTEM 

Due to the Statewide Financial System implemented by New York State, there are changes to the vendor procedures.  Please allow a minimum of 72 hours after you request a supplier to be added.  Click here to set up a supplier.  You will need to provide the following information:

Supplier Name
Supplier Address
Supplier Federal ID Number
Supplier Contact Name
Supplier Contact Phone Number
Supplier Contact Email Address If adding a business: Substitute W-9 form is needed. If adding an individual: please provide a reason why (ex: guest speaker, interview candidate, etc).

NYS now accepts or rejects suppliers before they are added to the Binghamton University Business System.

Once NYS accepts the vendor, we can no longer make changes to their information.  It is now vendor responsibility to add/update information in the NYS vendrep system.  The link that can be provided to them is: http://www.osc.state.ny.us/vendor_management/

 

Permissible Contacts During Restricted Procurement Period

In compliance with the additional requirements of the Procurement Lobbying Act of August 23, 2005 which has been initiated on January 1, 2006 regarding agency policy and prohibitions regarding permissible contacts for procurements in excess of $15,000 are as follows:

If a member, officer, or employee of the governmental entity becomes aware that an offerer has violated the permissible contact provisions of the new law, said person shall immediately notify the Ethics Officer, Inspector General, or other official of the procuring governmental entity for investigation.

 

Holiday Curtailment Bid Deadlines

Purchasing will be closed for holiday curtailment beginning December 25, 2012 and reopen January 2, 2013. Bid dates before and after shutdown are:

November 23, 2012: All requisitions with value exceeding $20,000 that are not on state contract and that require advertising in the New York State Contract Reporter, must be received in the Purchasing Department no later than November 23rd for opening on December 21, 2012.

January 28, 2013: Requisitions with value exceeding $20,000 that are not on state contract, that require advertising in the New York State Contract Reporter and that are received in the Purchasing Department after November 23, 2012, will open on January 28, 2013.


 UPS State Contract Letter and Package Delivery Service

Effective January 2, 2009 UPS is the sole New York State contractor for courier services, providing delivery of  letters and packages under New York State Contract PS64281.  To receive the discounted contract rates you must contact UPS directly and set up an account. UPS has established a dedicated New York State toll free number: 1-800-877-1497 for new accounts and customer service issues.  Make sure to indicate you participate in the PS64281 contract. DHL is on the contract, but only for international deliveries.

 

Tax Law Change - ST-220 Contractor Sales Tax Certification

Procurements initiated on or after January 1, 2005 that are over $15,000 require Form ST-220-CA (.pdf)Contractor Certification to Covered Agency. Contractors, Contractor Affiliates, Subcontractors and Subcontractor Affiliates must certify whether or not they are required to register to collect state sales and compensating use tax. Where required to register, Contractors must also certify that they are registered with the Department of Tax and Finance. The law prohibits the Comptroller, or other approving agency, from approving a PO over $15,000 awarded to a vendor meeting the registration requirements but who is not registered. For more information see:

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Last Updated: 2/24/14