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News
Oracle Input Deadlines For Requisitions and Purchase Orders For Fiscal Year 2007-2008
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.
• 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.
Holiday Curtailment Bid Deadlines
Purchasing will be closed during holiday curtailment from December 25, 2007 through January 1, 2008. Bid dates before and after shutdown are:
November 23, 2007: 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 23rd for opening on December 17, 2007.
February 4, 2008: 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, 2007 will open on February 4, 2008.
Executive Order 127 Rescinded By Governor
Governor George E. Pataki revoked and rescinded Executive Order No. 127. Click here for a PDF version of the rescinded order.
Procedural Change For Sodexho Catering Service (Added 11/4/05)
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.
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 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: