AP TRAVEL

Oracle Input Deadlines For Requisitions and Purchase Orders For Fiscal Year 2007-2008 (Updated 4/10/08)

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

• May 23, 2008: Last day for submittal of requisitions for non-contract purchases greater than $20,000.

• June 20, 2008: 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.

• June 30, 2008: Last day for creating purchase orders for purchases less than or equal to $2,500.

•July 2, 2008: Mass cancel begins for all outstanding old year requisitions less than or equal to $2,500.

•August 5, 2008: Travel vouchers for travel prior to July 1, 2008 must be received in the Business Office for payment against 07/08 funds.

• September 5, 2008: All purchases must be shipped, received and invoiced by this date to be processed against 07/08 funds.

•September 15 - September 29, 2008: Departments review uninvoiced old year Purchase Orders to see if goods or services are still needed. If so, cancel the PO and create a new PO referencing the original PO number in the item description. *IF VENDORS HAVE ALREADY RECEIVED THE OLD YEAR PURCHASE ORDER DO NOT SEND THEM THE NEW PO OR YOU MAY RECEIVE DUPLICATE SHIPMENTS. THE REPLACEMENT PO IS FOR INTERNAL PURPOSES ONLY.*

• October 1, 2008: Mass cancel begins for all uninvoiced Purchase Orders for fiscal year 2007-2008.

FYI. We have been working with SUNY Central filing for sales tax exemptions in other states. These are the states where we have been successful in obtaining sales tax exemptions:

Please see the attachments for each of these states in the TRAVEL section of this website.

Effective January 1, 2008, the personal vehicle mileage rate is 50.5 cents per mile.

AMTRAK has announced a general price increase effective October 23rd. The state rate between Albany and NYC Penn Station will increase from $50.00 to $52.00. Any ticket issued prior to the increase will be honored for the validity period of the ticket.

AMTRAK has announced a new schedule with minor schedule time changes.

Go to www.amtrak.com for detailed schedule changes

AMTRAK has advised that train service between NYC Penn Station and Albany will be experiencing delays between 15 and 20 minutes due to track maintenance. In speaking with the AMTRAK representative, these delays will not change the departure times of the trains but, due to the decrease in speed, the arrivals times will be affected.

Travel Office Reminds Campus To Continue Using Plaza Travel For Travel Needs (Added 1/19/2007)

While the NY State Office of General Services continues to try and award a new statewide travel contract, Plaza Travel remains an authorized State travel agent contractor. In addition to obtaining state negotiated air travel fares at reduced rates, Plaza Travel also provides benefits to State travelers such as no charge for refunds or advance purchases. They also adhere to the administrative and reporting requirements of the University. Other Travel Agents should not be used. Plaza Travel can be reached at 729-2225 (or toll free at 1-800-752-4533). If you have questions, contact the Travel Office at x74660.

Purchasing will be closed during holiday curtailment from December 25, 2006 through January 1, 2007. Bid dates before and after shutdown are:

November 14, 2006: 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 by November 14th for opening on December 18, 2006.

February 5, 2007: 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 14, 2006 will open on February 5, 2007.

The Department of State announced travelers to and from Canada, Mexico, Central and South America, the Caribbean, and Bermuda must have a passport or other secure, accepted document to enter or re-enter the United States by these dates:

December 31, 2006 - Requirement applied to all air and sea travel to or from Canada, Mexico, Central and South America, the Caribbean, and Bermuda.

December 31, 2007 - Requirement extended to all land border crossings as well as air and sea travel.

Effective January 1, 2006, the personal vehicle mileage rate is 44.5 cents per mile. Effective September 1, 2005 through December 31, 2005 the personal vehicle mileage rate is 48.5 cents per mile.

Departments requesting Sodexho catering service receive an "Event Catering Form" once their order is placed. Effective immediately, when departments sign off on the Event Catering Form and return it to Sodexho it must be accompanied with an approved purchase order with estimated costs whenever using State or IFR funds. Final invoices will be sent directly from Sodexho to the Business Office for payment with a copy to the requesting department. Departments should continue to respond to the Oracle e-mail notification confirming receipt and payment. Any questions should be directed to the Business Office at 72184.

Travelers Must Purchase Collision Damage Protection When Renting Enterprise Passenger Vehicles

The latest New York State passenger vehicle rental contract with Enterprise does not automatically include collision damage protection in the rental rates. This is because of a change in the New York State General Business Law. Travelers must now purchase Damage Waiver Protection ( also known as "CDW" or "LDW" insurance) from Enterprise when renting vehicles or renting vans that are designed for no more than 8 passengers. This cost will be reimbursable. Failure to purchase the insurance may result in the traveler or the department being responsible for payment of damages to the rental vehicle should loss occur. Claims must be filed within 20 days of the loss with OGS Bureau of Risk and Insurance Management (telephone 518-474-4725). The new contract may be viewed at: http://www.ogs.state.ny.us/purchase/snt/awardnotes/7200119536can.htm

Oracle Travel Voucher New Printed Form: Beginning Wednesday July 27, 2005 users printing state travel vouchers will see a change in voucher appearance. This change is to comply with the new form issued by the Office of the State Comptroller. Only the printed form is new. Oracle travel voucher navigation and data input remain the same.

Per a new agreement with New York State the rates at the following Buffalo hotels are $81/night through September 30th and $76/night from October 1st until December 31st, 2005:

Holiday Inn - Downtown Buffalo
Holiday Inn Buffalo Airport
Holiday Inn Amherst
Holiday Inn Express & Suites Buffalo Airport
Hampton Inn - Amherst

Travelers should ask for the 'OGS Rate' when booking to ensure these rates. For more information including links to the hotel websites and reservation information see Office of General Services Purchasing Memorandum.

The Office of General Services recently announced new and updated Agreements with various hotels in New York and Washington, DC. These hotels offer discounted lodging rates to all NY State employees when traveling on State business and are below the current lodging per diem for those areas.

Below are links to the hotels and to the rates which are indicated on the OGS purchasing memos. Rates links include detailed information on making reservations.

Procurements initiated on or after January 1, 2005 that are over $15,000 require
Form ST-220 Contractor Certification. 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: