<\/p>\n
As we begin another semester and a new fiscal year, Procurement Services and Accounts Payable have teamed up to bring what we hope are some helpful tips to make purchasing, reconciling and paying invoices a stress-free experience!<\/p>\n
PURCHASING TIPS<\/strong> How can you help?<\/strong> ACCOUNTS PAYABLE TIPS<\/strong> We appreciate your assistance in making purchasing and invoicing a painless experience. If you have any questions, please feel free to reach out to: Thank you!<\/p>\n <\/p>\n Published:<\/strong>\u00a0Tue, 07 Jan 2025 13:00:19 +0000 by\u00a0t.dattilio<\/p>\n","protected":false},"excerpt":{"rendered":" As we begin another semester and a new fiscal year, Procurement Services and Accounts Payable have teamed up to…<\/p>\n","protected":false},"author":2086,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"class_list":["post-23351","post","type-post","status-publish","format-standard","hentry","category-campus-announcements"],"_links":{"self":[{"href":"https:\/\/chronicle.hvcc.edu\/wpdev\/wp-json\/wp\/v2\/posts\/23351","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/chronicle.hvcc.edu\/wpdev\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/chronicle.hvcc.edu\/wpdev\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/chronicle.hvcc.edu\/wpdev\/wp-json\/wp\/v2\/users\/2086"}],"replies":[{"embeddable":true,"href":"https:\/\/chronicle.hvcc.edu\/wpdev\/wp-json\/wp\/v2\/comments?post=23351"}],"version-history":[{"count":0,"href":"https:\/\/chronicle.hvcc.edu\/wpdev\/wp-json\/wp\/v2\/posts\/23351\/revisions"}],"wp:attachment":[{"href":"https:\/\/chronicle.hvcc.edu\/wpdev\/wp-json\/wp\/v2\/media?parent=23351"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/chronicle.hvcc.edu\/wpdev\/wp-json\/wp\/v2\/categories?post=23351"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/chronicle.hvcc.edu\/wpdev\/wp-json\/wp\/v2\/tags?post=23351"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
\n\u2022 Requisitions are required BEFORE an order for a commodity or service is placed.
\n\u2022 When creating requisitions, you must have all the appropriate documentation, i.e. quotes, contracts, etc. This expedites the placement of your order. Please refer to the Purchasing Reference Table found with other information about procedures at this link:
\nhttps:\/\/www.hvcc.edu\/purchasing\/employee-use\/index.html<\/a>
\n\u2022 When utilizing the reference table, quotes are based on yearly spend to date. If you need clarification on number of quotes required, please contact Procurement.
\n\u2022 If a vendor is on NYS contract or another purchasing cooperative, the contract number MUST be on the quote.
\n\u2022 Sole Source, single source and emergency procurements where competition is required but not feasible, please be sure to fill out proper documentation. The department is responsible for maintaining that justification to support each instance.
\n\u2022 Keep copies of all purchasing information for your department’s records.
\n\u2022 It is the responsibility of the department to verify the receipts of goods\/services against a purchase order.
\n\u2022 On travel authorizations, please be sure to fill in all information. If you need assistance securing a hotel \u2013 please make sure that check box is checked. Don\u2019t forget the FOAPAL (account code) and signatures. Please note<\/strong>: beginning Jan. 13, 2025, college-branded travel credit cards will be mandatory for college related travel.
\n\u2022 For working meetings off campus\/reimbursement for meals, the following are needed to process a reimbursement:
\n1. Purpose and necessity of meeting including an explanation of why it couldn\u2019t be held during normal working hours on campus.
\n2. Specific nature of business being conducted.
\n3. Location of meeting.
\n4. All participants including names, titles and relationship to business being conducted.
\n5. Cost of meal: include itemized receipt\/invoice. You will not be reimbursed for alcohol and tips must not be more than 18%.
\n\u2022 There is no reimbursement for tax. Hudson Valley Community College is tax exempt.
\n\u2022 Mazzone\u2019s is the college\u2019s exclusive foodservice provider and must be used unless Mazzone’s provides written approval of the outside purchase.
\n\u2022 When using ThorStore for requisitions, please choose the correct type of purchase order: non-catalog (regular) or blanket. A blanket order is for yearly purchases that will have multiple invoices charged against it.
\n\u2022 When asked questions through ThorStore, please respond in the comments section of ThorStore under that order. Emailed replies cannot be seen within ThorStore.
\n\u2022 When preparing bid specifications, describe the needed items\/services as completely and accurately as possible.
\n\u2022 Exceptions to the bid process:
\n1. When items are economically procurable from one source, i.e. books, pamphlets, periodicals.
\n2. Emergencies. Lack of planning is NOT an emergency. Emergencies involve public health and\/or safety, or when College property is in need of immediate repair to minimize further loss and damage and\/or prevent serious disruption to students, faculty and staff.
\n3. The manufacturer authorizes only a specific dealer as an agent for maintenance or servicing of equipment.
\n4. If goods are acquired from NYS contracts, please see HOW TO use award in some cases by clicking on NYS contract award number (https:\/\/ogs.ny.gov\/procurement\/ogs-centralized-awards-list<\/a>), cooperatives, true Sole Source and Preferred Source (Corcraft, NYS Industries for the Disabled).<\/p>\n
\n1. Plan Ahead
\n2. Provide all documentation up front with requisition — upload in ThorStore or send email for Banner reqs.
\n3. Allow for a realistic turnaround time to meet required delivery dates.
\n4. Contacting Procurement Services if you have questions or need training.<\/p>\n
\n\u2022 Do not send an invoice to be paid prior to obtaining a PO number.
\n\u2022 The PO number must be entered in the email subject line to properly match the invoice to the PO.
\n\u2022 All ThorStore invoices MUST be submitted to invoices@hvcc.unimarket.com<\/a>. Attaching an invoice to the requisition does not eliminate the need to send the invoice to the “invoices” box.
\nWhen sending the invoice to this email \u2013 please remember:
\n1. Only one invoice can be processed per email. Please send each invoice as a separate email.
\n2. When sending the invoice to the email above, use the UP number in the subject line \u2013 do not add any additional information, no spaces, UP only. UB is for use in Banner only.
\n3. DO NOT send an invoice directly from the scanner. Please scan the invoice to your email then forward to Thor Store. We have no way of following up with the sender if there is a problem\/question about the invoice if we do not know who sent it.
\n4. This email is to be used for sending invoices ONLY. Accounts Payable cannot respond from this email.
\n\u2022 All invoices that need to be paid by wire or credit card must be entered in Banner, not Thor Store.
\n\u2022 For POs in Banner, written authorization is required. Please either return the signed authorization copy of the PO or send an email to accountspayable@hvcc.edu<\/a>. In the email, please state that you authorize payment and the amount to be paid. The invoice should also be included when available.
\n\u2022 All Banner invoices and general questions for Accounts Payable should be sent to accountspayable@hvcc.edu<\/a>.<\/p>\n
\nProcurement Services at purchasing@hvcc.edu<\/a> for any purchasing related questions
\nAccounts Payable at accountspayable@hvcc.edu<\/a> for any payment or invoice questions<\/p>\n