Purchasing

Your external grant may have only one, or several expenditure categories. These can include personnel, consultants, supplies, and travel.

Depending on the type of purchase/expenditure, different forms must be completed.

Purchases/Expenditures

Personnel/Staff

In order to staff your project, the following steps must be taken:

Consultants

The classification "Consultant" is also used for Independent Contractors and Incidental Lecturers.  These are individuals or firms with expertise in a particular field, and is engaged to give advice and/or perform a specific task (such as a lecture) in return for an established fee.

To hire a consultant, ORSP first requires completion of the Request to Hire Consultant & Independent Contractor Form and IRS W-9 Request Tax ID for each consultant.

Hireing a consultant must fall within the scope of the grant and abide by ORSP/RF policies.

Academic and professional employees of SUNY cannot be hired as an independent contractor.

Supplies

The term "supplies" is here used for a broad range or purchases/expenditures. PIs must complete a Requisition for purchases. If a vendor is new to ORSP/RF, an IRS W-9 Request Tax ID must also be obtained.

  • A Requisition is required for each unique vendor, such as "Amazon" or "Fisher Scientific".
    • If many items are ordered and exceed space available, you are not required to list on the requisition; simply enter "see attached list" and attach a list (with item numbers and costs) to the requisition. A screen shot/print of a site shopping cart is acceptable.
    • PI (or authorized personnel) must sign and date requisition
    • ORSP must review requisitions and verify purchases are allowable under the award, and that funds are available.
      • There are several steps to this process. Please allot for 5 business days processing before orders are placed.
      • If a rush is needed, please call ORSP to check options available.
    • A PI (or other individual) may make purchases directly from companies, then submit a requisition to be reimbursed.
      • In this case, the "vendor" is the individual to be reimbursed.
      • Purchases made from different companies may be submitted on one requisition, since there is a sole "vendor"
      • Please consult with ORSP before purchasing to ensure reimbursement can be made. An unallowable cost to a grant cannot be reimbursed. An example is NYS tax.

  • Tax Exemption forms - In addition to NYS, the following states have agreements with RF for SUNY, please contact ORSP prior to making a purchase:
  • ° Florida ° Kentucky
    ° Massachusetts ° New Jersey
    ° Pennsylvania ° Tennessee
Travel
  • In addition to NYS, the following states have agreements with RF for SUNY, please contact ORSP prior to making travel arrangements:
° Florida ° Kentucky
° Massachusetts ° New Jersey
° Pennsylvania ° Tennessee