Policies, Ethics, and General Guidance

Allowable Use of Funds - Contact Purchasing & Accounts Payable at 607-753-2305 with any questions.

The New York State Finance Law was amended in 1992 to reflect the MacBride Fair Employment Principles. Agencies must ensure that any provider of goods of services, or any entity holding ten percent or more ownership of that provider, must: (a) have no business operations in Northern Ireland, or (b) will abide by the MacBride Fair Employment Principles relating to non-discrimination in hiring and employment.

New York State Ethics

The following describes the chronological flow of documents, their review, and transactions of the purchasing process.

1. Informal exploration of the commodity or service at the originating departmental level which may include vendor contact regarding specifications, prices, delivery, warranty, set-up, utilities, service, and competitive prices for equivalents. There is to be no commitment to a vendor by the originating department. Unauthorized commitments are considered to have incurred a personal liability by the individual responsible. Departments are encouraged to contact the Purchasing and Accounts Payable Office at ext. 2305 at this preliminary stage for advice and recommendations.

   Note: Check to see if the commodity/service is available through any of the Preferred Sources first before obtaining quotes elsewhere.

2. The originating department completes a purchase requisition in Red Dragon Depot attaching any vendor quote information, reasonable of price checklist (for purchases $2,500 or more), and other detailed specifications if necessary.

   If a service is to be purchased, there may be need for a formal contract with performance specifications. If the service involves any kind of construction or alteration to the Physical Plant, including consulting services, the campus Facilities Office becomes involved and a complex contractual process is required. External approvals may be necessary prior to any commitment to a provider of services.

3. The Purchasing and Accounts Payable Office, upon receipt of requisition, performs a review and audit against all State, SUNY, and University regulations policies and procedures, including but not limited to, determinations on competitive pricing, M/WBE, procurement opportunities legislation, NYS contracts, and preferred sources.

4. The purchase order is generated through Red Dragon Depot and sent to the vendor by the Purchasing and Accounts Payable Office. In some cases, external approvals may be necessary prior to issuance of the purchase order to the vendor. It is this purchase order issuance which establishes the only authorized and binding commitment to the vendor; any other vendor contact is considered informal and non-binding to the University.

5. Goods are generally received at the Central Receiving facility located on Stratton Drive. Once the department has received the items from Central Receiving, the originating department must receive the items(s) within Red Dragon Depot. Receiving items in Red Dragon Depot is essential for timely vendor payment as required under prompt payment legislation. Partial shipments should be paid promptly rather than waiting for order completion. The Purchasing and Accounts Payable Office should be contacted for advice and instructions in cases of discovered damage or other unusual circumstances. In cases where a return must be made, contact the Purchasing and Accounts Payable Office for proper procedures and documentation to accompany the return.

The University is tax exempt - Tax Exemption Certificate.

SUNY Cortland Tax Exempt #: 14740026K

SUNY Cortland Federal ID #: 146013200