Fall 2021 Guidance/COVID-19 Information

Additional Purchasing Information

Lodging Charges for Groups or Individuals

This establishes formal guidelines for securing group or individual local lodging to be paid from State funding. This procedure serves to expedite payments to lodging vendors, while designating the name(s) of those authorized to charge lodging to the College, as well as certify tax exempt status.

NOTE: Attendees are expected to personally pay for all telephone calls, cable-movie rentals, and all other incidental charges at the time of check out.

Procedure

  1. The campus individual making the lodging arrangements for the attendee(s) determines the date(s) for which lodging is required and the lodging establishment to be used.
  2. Before calling the lodging establishment, please call the Purchasing Office at ext. 2305 for a purchase order number to provide the hotel at the time reservations are made.
  3. The campus individual then contacts the lodging vendor and arranges reservations for the conference attendee(s) for the date(s) needed, requesting the New York State Government rate (lodging rates cannot exceed the prevailing lodging per diem for Cortland County). Advise the hotel of the tax exempt status of the charge and give the vendor the purchase order number assigned by Purchasing, advising that a hard copy purchase order will follow as confirmation.
  4. The campus individual then promptly completes a Purchase Requisition for the lodging charge, stating the name(s) of the attendee(s), the State rate quoted by the hotel and the number of days of stay for each attendee.
    NOTE: If the attendee(s) will be eating a meal at the lodging establishment, an amount for that meal may be listed on the Purchase Requisition and added to the lodging amount for the total amount the lodging vendor is authorized to bill the College. Meal rates MUST NOT exceed the prevailing meal per diem for Cortland and MUST NOT include charges for alcoholic beverages.
  5. The Campus individual then calls the Purchasing Office with the dollar amount of the requisition. The completed requisition is forwarded with appropriate signatures and account coding to Purchasing. The purchase order number initially given out by Purchasing should be prominently labeled on the top of the requisition.
  6. Purchasing issues the purchase order to the lodging vendor as confirmation of the reservation and assurance of future payment via State funds.

Contract Administration

The various contracts for the purchase of services, including design/construction, executed and in force under the statutory regulations of New York State include those funded from State Purpose, DIFR, IFR, and other certain special funding. Those contracts funded independently such as by ASC, Alumni Association, are not governed by New York State regulations and are not covered by these guidelines (except for construction contracts). However, if any contract is funded partially from New York State funds or if a contract is expected to convert to New York State funding in some future year, full compliance with New York State regulations and these guidelines is required from the outset.

The following serves to clarify campus authority, responsibility and accountability in regard to contract administration, specifying the roles of each level of campus management (because construction contracts require a special expertise and extensive preparation, the Office of Facilities assumes many of the responsibilities of the Business Office-Purchasing and the operating departmental manager stated below).

General Responsibility: All levels of campus operating management, beginning with the President as the Chief Administrative Officer, through the Division of Finance and Management encompassing the Business Office and its Purchasing Department, and to the operating unit (department), share in the responsibility for full compliance with statutes and regulations. This shared responsibility is facilitated by the delegation of specific authority levels to ensure adequate review, control and the avoidance of violations. All levels are accountable for compliance within their delegated authority.

Business Office-Purchasing

Delegated the authority to ensure overall compliance, the Business Office-Purchasing coordinates and oversees the contract development and execution process, including acting as the sole office to obligate funds and finalize any kind of commitment by the College.

Specifically, the Business Office-Purchasing has as its responsibility:

  1. The sole authority for obligating (committing) the College to a vendor, documented in the form of a purchase order, AC-340 encumbrance, signed contract, letter of agreement, or letter of intent.
  2. Processing and documentation flow coordination and preaudit to ensure full compliance with New York State statutes and regulations.
  3. Review of draft contracts to determine proper incorporation of standard, usual, and required language, clauses, exhibits, and appendices to ensure, to the extent possible, adequate protection to the institution. Further, to determine whether external technical or legal review is advisable.
  4. Provide assistance to the operating manager in the development of contract specifications, limited by available time and specific technical expertise.

Operating Manager

The operating (departmental) manager having jurisdiction over the area or operation which the contract serves has the following responsibilities and authority:

  1. Development of specifications: The substance of the contract language which sets forth the specific services to be provided, the performance objectives, the reporting, documentation, procedural steps required of the provider (vendor), as well as the supportive responsibilities of the College, are to be developed in final draft form by the operating manager. It is the operating manager who has the best familiarity with technical and operational requirements and is, therefore, the person most capable.

    The operating manager is responsible for calling any pre-bid meetings and site inspections, evaluating RFP responses and making recommendations for award to the successful vendor; this may involve utilization of a project evaluation team.

    In the course of contract development or modification, it is appropriate to make direct consultative contacts with experts or potential providers so long as no possibility or implication of conflict of interest exists (Purchasing can give advice in this regard). Under no circumstances, however, may any kind of explicit or implicit commitment be made to any potential provider. Consultants or designers retained with or without pay should not be permitted to bid on the commodity or service unless there is a compelling reason. However, if all viable vendors are invited to participate on a co-equal basis in the development of a design or specifications, all may bid.
    The primary and fundamental responsibility for contract development/modification rests with the operating manager.
  2. Monitoring contract expiration/renewal dates: The operating manager is expected to monitor dates and initiate renewal or other action in a timely manner sufficient to maintain continuity and/or avoid service interruptions (discussion with Purchasing in this regard is appropriate).
  3. Managing the contract: It is the responsibility of the operating manager to ensure compliance with the contract by both the provider and the College. This would include inspections, certifications, monitoring, documentation, and any other actions necessary to comply and to protect the interests of the College. Identification of unsatisfactory performance by the provider is within the responsibility of the operating manager.

In summary, direct contract administration rests with the manager, with legal and administrative coordination resting with the Business Office-Purchasing.

Contract Approval and Signature Authority Policy

Approved by:

President

Issued:

October 1, 2014

Related Policies:

SUNY 7553 Purchasing and Contracting; 7558 Procurement Card Policy and Guidelines; Public Officers Law §74

Additional References:

  • NYS State Finance Law Article 11 (§§160 -168) State Purchasing; NYS 
  • Public Officers Law: Article 4 - (§§60 - 79) Powers and Duties of Public Officers

Responsible Official:

Vice President, Finance & Management

I. Policy Overview:

To conduct the College's functions of teaching, research, and service, it is sometimes necessary to enter into legally binding agreements (“contracts”) with other entities. The College will only be bound by written contracts to which the College or a subunit is formally a party, that have been reviewed and approved in accordance with this policy, and that have been executed by College officials who have specific contract signature authority. No officer or member of the College community has the authority to sign contracts on behalf of the College, or any program, department or division of the College, in the absence of a formal written delegation of authority. This policy describes the College’s contract review and approval requirements and the protocols for the delegation of signature authority. This policy applies to all members of the College community. This policy does not pertain to Employment Contracts, Appointments and SUNY Research Foundation Contracts.

II. Definitions:

A. Contract means any agreement between two or more persons that creates a legally binding obligation to do or not to do a particular thing. A contract may or may not involve the payment of money. This policy applies to any document that obligates the College, irrespective of the terminology used to describe that document. Types of documents that constitute contracts include, but are not limited to: academic agreements; affiliation agreements; assignments; business agreements; material transfer agreements (MTA’s); memoranda of understanding (MOU’s); memoranda of agreement; non-disclosure agreements (NDA’s); promises to pay; promissory notes; purchase orders; riders or addenda to existing contracts; separation agreements; settlement agreements; and waivers.

B. Business Contract includes the following types of contracts: deeds; leases; construction agreements; agreements with software consultants, for computer hardware, or for telecommunication services; contracts with vendors for purchase of materials, equipment or services; procurement agreements; financing agreements; independent contractor/consultant agreements (except when part of a research contract); and agreements with temporary employment agencies.

C. Academic Affiliation Agreements: For memoranda of understanding or agreements regarding academic operations (for example, affiliation agreements between University schools and external agencies such as hospitals, social agencies, or school systems; or collaboration agreements with other universities) approval is required by the President, Vice President of Finance and Management or their designees. Such agreements may also require review by the SUNY Office of General Counsel. If an Academic Affiliation Agreement involves a commitment of University funds, it also is a Business Agreement and follows the applicable process for such agreements.

D. Contract Initiator means the individual who proposes to enter into contract negotiations with a non-College individual or entity. Contract Initiators must be College employees who have undergone procurement training, and may not be students or student employees.

E. Renewals, extensions, amendments and modifications to previously approved contracts should be approved and signed in the same manner as the original contracts.

III. Policy Requirements:

Except where a specific, written exception applies, the following requirements apply to all contracts. If, after reviewing this policy, you are uncertain about the review and approval process or requirements for a particular type of contract, contact the Purchasing Office.

A. Preliminary Review by Contract Initiator

Contract Initiators are responsible for conducting a preliminary review of proposed contracts. Prior to submitting a contract for required review and approval as described below, the Contract Initiator must read the entire contract to confirm that the contract:

  1. is clear and consistent;
  2. is complete and accurately reflects the intentions of the parties;
  3. is consistent with College mission and is in the best interests of the College; 
  4. does not include a provision for assumption of sales tax by the College;
  5. does not include a provision for automatic renewal of the contract; and
  6. does not contain requirements with which the College cannot comply.

When a contract also involves a purchase, the Contract Initiator must follow the requirements of the College’s Procurement Policy and/or Procurement Card Policy.

B. Administrative Review and Approval

Following preliminary review by the Contract Initiator, all contracts must undergo further administrative review and approval as set forth below:

  1. Contracts must be sent to the Purchasing Office for review.
  2. SUNY’s Office of General Counsel may be asked to review contracts
  3. In addition to the College’s approval, contracts may require approval of specific SUNY officers and the Offices of the NY State Attorney General and Comptroller.

C. Contract Signature Authority

Only the President is authorized to enter into contracts, deeds, or leases between the College and another party. The President, however, is permitted to delegate this responsibility to appropriate College officials as follows:

Vice President for Finance and Management has the authority to sign contracts, deeds or leases arising out of the normal business operations of the College.

Additional, limited delegations of contract signature authority may be made by the President and the Vice President of Finance and Management. All delegations of signature authority must be in writing and entered onto the New York State Office of the State Comptroller Bureau of Contracts Authorized Signature Form. Copies of all such written delegations must be provided to the Office of the State Comptroller.

D. Retention of Signed Contracts

A copy of signed business contracts, MOUs, and affiliation contracts are to be maintained by the Purchasing Department.

NO OFFICER OR MEMBER OF THE COLLEGE COMMUNITY MAY SIGN OR OTHERWISE EXECUTE A CONTRACT THAT BINDS THE COLLEGE OR ITS SUBUNITS UNLESS HE/SHE HAS BEEN DELEGATED SIGNATURE AUTHORITY THAT HAS BEEN DOCUMENTED IN WRITING AND IS ON FILE AS SET FORTH IN THIS POLICY. CONTRACTS SIGNED BY OFFICERS OR EMPLOYEES WITHOUT DOCUMENTED SIGNATURE AUTHORITY MAY BE DEEMED VOID. INDIVIDUALS IN SUCH CIRCUMSTANCES MAY BE PERSONALLY LIABLE FOR THE OBLIGATIONS ASSUMED UNDER SUCH CONTRACTS PER THE COLLEGE’S EMPLOYEE INDEMNIFICATION POLICY, AND ARE SUBJECT TO DISCIPLINARY ACTION UP TO AND INCLUDING TERMINATION OF EMPLOYMENT.

Managers/supervisors are responsible for communicating this policy to all staff members and for enforcing its requirements.

Academic Equipment Replacement (AER)

The special University-wide lump-sum distribution of Academic Equipment Replacement funding has specific and defined restrictions governing its use. The following guidelines apply:

  1. Academic Equipment Replacement Funds may be expended for the purchase, upgrading, or major repair of equipment for teaching departments or for equipment assigned to Educational Communications Centers (Cortland's Learning Resources Center) which is used in direct support of instruction. Major repair or upgrading of instructional equipment must serve to extend the useful life of the equipment.
  2. Repair of equipment may not be interpreted to authorize the purchase of service contracts, authority to establish or maintain service shops to be supported from Academic Equipment Replacement Funds, or to include routine maintenance or minor repairs of equipment.
  3. The costs of upgrades which improve or expand the original function of the equipment will be added to the original cost of the equipment for inventory asset purposes.
  4. Computer software may only be purchased as a part of an initial acquisition of computer hardware and only if it is an integral part of the system or is available only from the hardware manufacturer. The cost of the software must be included in the cost of the computer hardware for inventory asset purposes.
  5. Office-type equipment (desks, chairs, filing cabinets, copiers, typewriters, computers, etc.) are normally used for administrative support and are, therefore, ineligible for AER funding. Only if primarily used in direct support of the teaching process may such equipment be purchased from AER funds.
    An explanatory notation describing the intended use of any proposed purchase which is not obviously in direct support of teaching is required to document adherence to guidelines.
  6. Installation Costs: The associated costs of installation of purchased equipment is applicable to AER funding under the following conditions:
    1. The installation must be executed as part of the single order and price, and through the vendor supplying the equipment.
    2. An installation at a time later than the time of delivery constitutes a separate transaction and is a fundamental violation of AER guidelines.
    3. If the installation involves any kind of construction or alteration to the facility, there must be adherence to all construction regulations, and such costs are not an appropriate use of AER funds.
    4. A separate installation, from other funds, differentiates that cost from the dollar value of the equipment inventory upon which future AER funding is based.
  7. For the purposes of this program, the following definitions will apply:
    EQUIPMENT - A unit of Group III moveable equipment which is non-consumable, has a unit acquisition cost of $500 or more, and a useful life of at least two years. For audio-visual and office business machinery and equipment, the unit acquisition cost is set at $250 with a useful life of at least two years.
    1. Group I: Structural (built-in) equipment - a part of the building; not AER eligible.
    2. Group II: Permanent, non-moveable equipment; not AER eligible.
    3. Group III: Moveable equipment over $250.00; AER eligible over $500.00, (ECC/LRC) eligible over $250.00.

TEACHING DEPARTMENT - A department whose chart of accounts code contains zeros in the third and fourth positions (i.e., XX00XX, designating an I & DR account).

Food Type Payments

Reimbursement or Payment for Food/Beverages - N.Y.S. Requirements

Under certain circumstances, cost of food and beverages can be considered an appropriate N.Y.S. expenditure (applies equally to R. F. funds).  The following guidelines are intended to clarify those circumstances and limitations.

It is important to note that N.Y.S. has issued no formal guidelines as to appropriate expenses; rather each incident is audited on a case-by-case basis.  Under flexibility extended to agencies, local practices should be consistent and defensible, reflecting the spirit of occasional SUNY and N.Y.S. audit comments and perceptions of appropriate use of public funds.  Generally, purchases that are considered to be or have the appearance of being improper should be avoided.

Three general guidelines apply:

  1. Under no circumstances is the cost of alcoholic beverages acceptable.
  2. Normally N.Y.S. employees are not to be recipients of food/beverages, such costs are considered to be a usual personal responsibility. Certain circumstances, noted below, are acceptable.
  3. Non-travel status food/beverage must be relatable to official business and vital to the attainment of the business purpose.  Therefore, purely or primarily social or courtesy events are not considered appropriate State expenditures (this would include birthday, retirement, and promotion receptions).

Guidelines:

Allowable Costs:

1.  Official Business Travel Status:

Employee:  Reimbursement for food costs in accordance with standard reimbursement rates is acceptable; reimbursed via travel reimbursement voucher (see Travel Guidelines).

Non-employee (candidate, consultant, student acting in an official administrative capacity) food expenses are paid by Standard Voucher.

2.  Meal Allowances Per the President's Cabinet, the allowable rates for candidate-related meal expenses are as follows:

                        Breakfast: $ 6

                        Lunch: $10

                        Dinner: $24

Exceptions to this policy apply to searches for members of the President's Council or at the discretion of the appropriate vice president.

3.  Food/beverages supporting a formal official business setting (conference, workshop, training session), evidenced by a formal program agenda, statement of purpose, listing of participants; the food/beverages must serve a demonstrably essential/important ingredient for success, not merely a hospitality enhancement; a working lunch session which could not have been scheduled differently nor individually paid could be acceptable if justified.

4.  Food/beverage/hospitality supported by participant fees (typically within a conference registration fee), evidenced by a formal program/agenda, state of purpose, listing of participants.

Unallowable Costs:

1.  Alcoholic beverages

2.  Food/beverage provided in a largely social unstructured setting, such as reception, parties, gatherings which do not serve a clear official business purpose.

3.  Food/beverages provided as incidental to normal meetings (staff meetings, committee meetings, etc.) on which the success of the meeting does not depend.  Typically involving predominantly employees, the food/beverage serve no essential purpose, therefore, the costs of which should not be borne by State funds.

Employee Reimbursement for Food-Type Expenses (Not Travel Related)

Occasionally employees of the College incur expenses for food/beverages that they pay with their own funds while conducting legitimate College business.

Employee food reimbursement claims should be submitted to the Accounts Payable Department using a Standard Voucher.  A Standard Voucher form may be obtained on-line by clicking on the following link:  Travel Forms on the Accounts Payable website.  Questions regarding use of the Standard Voucher may be directed to Bruce Perine at Ext. 2409.

Food-Type expenses must be justified (serve a business purpose) and be reasonable. The employee should submit copies of invoices, receipts, cancelled checks, and/or credit card statements along with information about the event or items. A list of attendees and their status may be required. The above mentioned guidelines apply.

Minority/Women Owned Business

It is the policy of the State University of New York (University) to take affirmative action to ensure that minority business enterprises (MBEs), i.e., independent business concerns which are at least 51 percent owned and controlled by minority group members (citizens of the United States or permanent resident aliens who are Black, Hispanic, Asian, or American Indian), and women-owned business enterprises (WBEs), i.e., independent business concerns which are at least 51 percent owned and controlled by a women who are citizens of the United States or permanent resident aliens, are given the opportunity to demonstrate their ability to provide the University with goods and services at competitive prices.

Good Faith Effort NYS Executive Law Article 15-A and University policy require campuses, and the vendors and contractors (vendors) with whom they do business, to make a good faith effort to procure materials, supplies, equipment and services (including printing) from NYS certified minority- or women-owned businesses (M/WBEs) and meet University established goals for M/WBE participation in contracts.

This procedure applies to all procurements exceeding $25,000 for labor, services, supplies, equipment, or materials and for procurements exceeding $100,000 for the acquisition, construction, demolition, replacement, major repair or renovation of real property and improvements.

Additional Elements of a Good Faith Effort for Discretionary Procurements (not exceeding $200,000.00) SUNY Purchasing and Contracting policies & procedures state and consistent with NYS State Finance Law Section 163, where commodities or services are available from New York State certified M/WBEs, purchases may be made by the University in amounts not exceeding $200,000 without competitive bidding.

However, the discretionary threshold to $200K for procurements from small, minority- and women-owned business does NOT apply to construction & construction-related services. The campuses are required to document in the procurement record support for both the reasonableness of the price and the selection of the vendor. Advertising requirements under NYS Economic Development Law still apply. Please contact the Purchasing Department for additional information about MBE and WBE procurements.

MacBride Principles

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: - have no business operations in Northern Ireland, or - will abide by the MacBride Fair Employment Principles relating to non-discrimination in hiring and employment.

Procurement Opportunities Legislation

In 1990 legislation was enacted to ensure that all vendors in the State had access to the purchasing activity of state agencies. Designated as Procurement Opportunities, the program is particularly geared toward vendors identified as traditionally excluded from competing for State business. The process requires that each agency (i.e., SUNY Cortland) plan ahead sufficiently to anticipate all over- $10,000 purchasing activity by category and advertise in the Contract Reporter, a tabloid published for this particular purpose. For purchases over $20,000 more specific details of the actual planned purchase must be published. Procurement Opportunities legislation, in achieving its purpose, places a greater requirement for planning and may lengthen the purchasing cycle timeframe. The College Purchasing Department is responsible for ensuring compliance.

Contracting for Services

When contracting for services, careful consideration must be given to the issue of outsourcing (contracting for work which can be performed by current staff), non-employee status (as defined by IRS), and the Public Works Law (see below). To ensure compliances, it is vital that commitments for contracted services be made only by Purchasing and not by an individual faculty or staff member.

Public Works Law

New York State requires that prevailing wage rates (as published by the N.Y.S. Department of labor) be paid for any work performed of a "building trades" nature, unless that work is performed by a graded civil service position titled employee. Building trades cover a wide variety of skilled and semi-skilled specialties, including but not limited to: communications worker, carpenter, welder, sheetmetal worker, machinist, painter, glazier, mason-bricklayer, plumber, etc. While virtually all construction project work fall under "trades," even work which does not alter or add to the physical structures, such as painting, must comply. It is for this reason that all contracted service must be carefully reviewed, given pre-approval, and executed via purchase order or contract issuance by Purchasing with no prior commitment made to the vendor.

Independent Contractor Vs. Employee

The IRS sternly enforces monetary penalties for inappropriately treating a person as an independent contractor (non-employee) rather than as an employee. It is IRS' intent to maximize immediate tax withholding (including Social Security) by requiring treatment as an employee unless clearly proven otherwise through its "twenty-question" test with the burden of proof on the employer.

Construction Contracts

New York State requires special treatment of construction-type contracts for services regardless of dollar value or funding source. Any work which in any way alters or adds to the physical structure of the campus must be defined as a construction contract and be fully developed by the Office of Facilities. The development would include, as applicable, approved specifications and drawings, prevailing wage rates, environmental assessments, external agency approvals, code compliance, adherence to Procurement Opportunities requirements, competitive bidding. The contracts are reviewed and executed by Purchasing. Unless there is a compelling reason, otherwise, design consultants may not bid on construction projects which they designed. As becomes evident, construction projects require thorough and advance planning and extra time and effort to develop and administer.

Multi-Year Installment Purchases

There is a limited opportunity for multi-year installment purchases within the State of New York. The duration of an agreement cannot exceed the useful life (five year minimum). Only purchases with an outright purchase price exceeding $250,000.00 may be acquired in this manner on the rationale that for purchases under $250,000.00 the additional cost of financing is not justified. The cost threshold is arguably too high for small agencies such as Cortland College but the policy is firm. Additionally, all multi-year installment purchases must follow COPS (Certificates of Participation) procedures requiring advance appropriation requests (generally a request for COPS multi-year purchasing must be submitted in October for the next fiscal year). The State has given the Office of General Services (OGS) sole authority for obtaining COPS financing.

Leasing

Leasing is generally discouraged by the State of New York as not cost effective unless leasing is the only option offered by the vendor. All proposals for leases must be presented for review and approval to the Attorney General, OSC (Office of the State Comptroller), and OGS (Office of General Services). While leasing may be considered a viable alternative to outright purchasing for short term needs, strong arguments must be presented to persuade the external approving agencies. In cases where technological advances may render the acquisition obsolete in a period shorter than its useful life, leasing may be considered valid.

Renting

In cases of short-term need, renting may be permissible if clearly cost-effective. Because rentals are carefully scrutinized by OSC at the time of payment processing it is essential that Purchasing be contacted for advice and coordination at the early planning stages and that no unauthorized vendor commitments be made. Motor vehicles may be rented under certain circumstances and strict conditions, based upon authorization from Purchasing. The rental of a vehicle while in travel status may occur at a traveler's discretion so long as the rental is justifiable and the rental duration does not exceed ten consecutive days. In travel status, the liability is incurred by the traveler with subsequent cost reimbursement sought; in this case it is the traveler, not the College, incurring the liability.

Research Foundation Purchases

The SUNY Research Foundation, established to administer externally funded grants, is a legally separate corporate entity in the State of New York. As such, the regulations and procedures of the State and SUNY do not apply. The SUNY Research Foundation's policies and procedures do reflect sponsor mandates (federal agencies, etc.) and parallel SUNY to the extent feasible. Purchases against R. F. grants are processed independently from State Purchasing, following R. F. procedures and using R. F. forms. There are cases in which funding for a single purchase may be shared by both State and R. F. resources. In such a circumstance, both sets of procedures must apply with the stricter standards (usually State) prevailing. It is vital therefore that good planning and coordination occur to successfully process split-funded purchases.

Emergency Procedures

There are, on rare occasions, situations requiring action to protect persons or property. An emergency is defined as that which presents a clear and immediate danger to persons or the physical environment. In these situations normal procedures and requirements may be abbreviated or suspended so long as full justification and documentation are developed as soon as practicable. In cases when the Business Office-Purchasing is unavailable for authorization and coordination, usually outside normal office hours, the Director of Physical Plant, the Director of Public Safety and the Director of Facilities may authorize emergency purchases of goods or services. Full written justification must be provided to support approvals, as applicable, by external agencies. In situations involving physical structures a presidential certification is necessary to justify suspension of standing purchasing regulations and requirements.

Hazardous Material Data Worksheets

The Occupational Safety and Health Administration (OSHA) requires employers to maintain Material Safety Data Sheets (MSDS's) for all chemical products which contain potentially hazardous components. The MSDS's, which contain important health and safety and emergency information, must be made readily available to employees. MSDS's are required for all chemical products which contain potentially hazardous components. Examples of products for which MSDS's are required include laboratory chemicals, art supplies, cleaning materials, paints and varnishes, degreasers, lubricants, welding supplies, pesticides, and adhesives. (If an MSDS is requested for a product which is not hazardous under the OSHA regulations, the vendor must state that the product is exempt when declining the MSDS request.) Purchasing participates by requesting MSDS's from vendors at the time of purchase, and forwarding them (or having the vendor send them directly) to the campus department of Environmental Health & Safety. Environmental Health & Safety will review the MSDS's, retain a copy in a master file, and forward the MSDS to appropriate campus personnel.

Property Control System (Equipment Inventory)

Cortland College maintains an inventory of all State and Research Foundation owned equipment through a University automated system. It is the responsibility of the College to record all additions, deletions, and changes in a timely and accurate manner and this responsibility is delegated to the Property Control Officer within the Business Office. The program requires, however, the ongoing cooperative efforts of Business Office departments for document processing and individual college departments for physical inventory verifications. Go to the Property Control Office home page
Gift Certificates / Gift Cards
Gift certificates/Gift cards are not authorized purchases from any funding source under the control of the State of New York, including State Operating, IFR, DIFR. Gift certificates/Gift cards and cash gifts are prohibited because of the potential for impropriety and tax liability evasion. Any kind of payment to any individual must be processed through the payroll process, or in certain areas as a voucher payment, both generating tax disclosure and audit trail.