• No competition (i.e., quotes, bidding) need be shown for state contract items or items purchased from New York State Preferred Sources.
• The Office of the State Comptroller in Albany takes the position that if multiple purchases of similar non-contract items are made by one office or unit within a 60-day period, they are considered a single purchase in determining total dollar amount and appropriate purchasing procedure.
• Membership and Subscriptions should not exceed one year. All materials and benefits received from the membership or subscription are the property of Binghamton University and should be made available to all employees. (Office of the New York State Comptroller Bulletin G-76).
• "A state employee who directs a vendor to start providing goods or services without an approved contract may be personally liable for any indebtedness that is ultimately held to be owed to the contractor (Office of General Services Bulletin G195)."
• Award, Gift Recognition Program Checklist - Submit With Invoice To Accounts Payable

Up To $2,500 
Requestor may choose vendor without obtaining quotes from competition.

Requestor may create and approve Purchase Orders using the campus Oracle software.

Requestor may use the New York State Procurement card for most non-travel expenditures.

$2,501-$19,999
Two Quotes are required to show reasonableness of price. Send quotes, with the Oracle requisition number written on them, to Purchasing. If there is no competition available, send a sole source justification with requisition number written on it to Purchasing.

$20,000-$30,000 
Must advertise in New York State Contract Reporter. Allow 4-5 weeks to process.

$30,001-$150,000*
Formal Bid required. Must advertise in New York State Contract Reporter. Allow 6-7 weeks to process.

$150,001+** 
Formal Bid Required. Must advertise in New York State Contract Reporter. Approval by Office of the State Comptroller required. Allow 10-13 weeks turnaround.

* Transactions exceeding $100,000 require vendor's certification of responsibility per OSC Bulletin G-221.

* *Certain exceptions, such as bids that have been protested, require OSC approval at lower thresholds.

TAX EXEMPTION

Sales and Use Tax Exemption Letter From New York State Department of Taxation and Finance (pdf file format).

SUNY Tax Exemption Certificate From Florida Department of Revenue(pdf file format)

Prompt Payment

Section 179 of the State Finance Law requires New York State to pay vendors in a manner consistent with accepted business practices. Specifically, the law requires that when vendors are not paid within 30 calendar days (excluding legal holidays) after delivering acceptable goods/services and a proper invoice to the designated Payable Office, interest will begin to accrue. Interest will be calculated using the “overpayment rate” set by the Commissioner of Taxation and Finance. Interest will only be paid when it exceeds $10 per invoice and when payment is made directly by the State rather than through an intermediary organization such as the Trustee for Certificates of Participation, issued pursuant to Article 5-A of the State Finance Law.

If a department or individual on its own authority, acting as an agent for the University, chooses to change the Purchase Order's designated Payable Office, that department shall solely bear the burden of proof of receipt of the vendor's proper invoice and assume any and all interest charges as stipulated by New York State's Prompt Payment Legislation from that point forward. If the department fails to properly record receipt date of vendor invoice, Accounts Payable will add four days to the invoice date and apply this as the invoice receipt date for interest calculation.