Information for Vendors

Learn More

• Authority to Purchase/Sign Contracts

  In accordance with SUNY and Office of State Comptroller (OSC) requirements, only the purchasing department is authorized to purchase goods and/or request services of a vendor. Other employees do not have the authority to bind the state.

  Prior to providing any goods or services, you should ensure that you have received a purchase order or contract signed by the director of contracts and purchasing services. This serves as the formal notice of the order.

  If you have questions about whether an order is authorized, please contact the purchasing department.

• Invoice Requirements (Proper Invoices)

  All invoices submitted for payment must comply with Office of State Comptroller regulations for Proper Invoices. Proper invoices must include:

  • Vendor name;
  • Name of NYS Agency that ordered the goods or services;
  • Description of goods or services requesting payment for (may be in narrative or code values format);
  • Quantity of goods, property, or services delivered or rendered*;
  • Amount requested; and
  • CORRECT purchase order (PO) number or contract number, if applicable, as provided by the college.
  • Unique invoice number

  When an invoice does not contain the above information, the college is required under OSC regulations to reject the invoice. If this happens, you will be advised to resubmit a corrected invoice.

  Review our Invoice Checklist

• Designated Recipient for Invoices

  All invoices must be sent to regional procurement services. Invoices may be sent by email to [email protected] or by mail by sending to Regional Procurement Services, SUNY Plattsburgh, 101 Broad Street, Plattsburgh, NY 12901.

  Failure to send invoices to regional procurement services may result in delays in receiving payment.

• Submitting Invoices Prior to Receipt of Goods or Services

  Consistent with NYS Finance Law §§ 109(1) and 179-e(5), you should only invoice the college once the goods, property or services have been delivered or rendered.

  If the goods, property or services included on an invoice have not been delivered or rendered, the college may return the unpaid invoice to you and request you resubmit a proper invoice once the goods, property or services have been delivered or rendered.

  In limited circumstances, the college may authorize payment prior to receipt of goods or services. However, this will generally only be authorized if such pre-payment is required in a contract duly signed by the director of contracts and purchasing services.

• Timeliness of Payment/Payment of Late Fees

  The State of New York generally pays approved invoices within thirty (30) calendar days, excluding legal holidays, from the date an invoice was received in Regional Procurement Services OR the date the good or service was received (whichever is the latter).

  Timeliness of payment and any interest to be paid to you for late payment is governed by Article 11-A of the State Finance Law to the extent required by law.

• Method of Payment

  The college does not directly pay vendors. Instead, vendors are paid by the Office of State Comptroller upon approval of the college’s request for payment. Where applicable, checks are cut by the NYS Department of the Treasury in Albany, N.Y.

  Payment will be made in accordance with the preferences you established in the OSC Vendor Self-Service Portal. This includes whether you want to receive payment by ACH Transfer or by check.

  Vendors can expect to receive payment within 30 days as further detailed in the Timeliness of Payment/Payment of Late Fees section above.

  To ensure payment is made correctly, it is important that you periodically check your records in the self-service portal to ensure that contact information, address information and your payment preferences are accurate.

• Miscellaneous Requirements

  The following are some additional requirements by the New York State Office of State Comptroller related to payments that vendors should be aware of.

  Certifying Payrolls for Prevailing Wage Work

  Under New York State Labor Law, contractors and subcontractors must pay the prevailing rate of wage and supplements (fringe benefits) to all workers under a public work contract. This applies to all laborers, workers or mechanics employed under a public work contract, including public construction and building services.

  Vendors are required to submit certified payrolls documenting their compliance with this requirement in order to receive payment.

  Shipping

  For freight charges, unless specified in the purchase order or contract, the seller is responsible for paying shipping costs (FOB destination).

  If authorized in the purchase order or contract, the college must obtain a copy of the original freight invoice when freight charges are in excess of $100, with the exception of the following:

  • United Parcel Service (UPS)
  • Parcel Post
  • Shipment by the vendor’s own truck
  • Shipping of surplus state property
  • Shipping charges between two state agencies

  Taxes

  As a New York State Agency, the college is generally exempt from payment of sales tax on its purchases and can provide an AC-946 Sales Tax Certificate as proof of its status.

  The college may authorize the payment of sales tax where required such as the purchase of goods from out-of-state vendors.