New CUNY Purchasing Policies

Below are several significant NYS/CUNY policy and internal considerations which
affect the Baruch College Community.  Some of the NYS/CUNY policy
considerations are a part of the NYS emergency austerity actions.

"Topics - NYS Don't USE CompUSA,
NYS Business & Travel Guidelines -
Web Sites of NYS Guidelines – Travel, Catering Events, and Departmental
Responsibility for Prompt Processing of Invoices":

CUNY DIRECTIVE -  DO NOT PURCHASE from CompUSA:

We have been advised by CUNY that we are not to make purchases from
CompUSA, effective immediately.  Accordingly, we will not be able to reimburse any
expenditures from CompUSA after the date of this notice.

NYS  Business & Travel Guidelines:

You can find the NYS business and professional travel guidelines at http://
www.osc.state.ny.us/agencies/travel/travel.htm.

In addition, you can secure a copy of the "SUMMARY OF TRAVEL VOUCHER
REQUIREMENTS PREPARED BY C K Nair" of the Controller's Office at (212) 802-
2727.

These comprehensive business and professional travel guidelines provide all the
details that are required to be sure that your expenditure, including travel
expenditures, will be paid and/or reimbursed by Baruch College.

It is very important to point out what the accurate Baruch College interpretation of the
term "GUIDELINES" is for audit purposes.  NYS Guidelines should be considered
"SAFE HAVENS"; meaning, that if your expenditure is properly documented
consistent with the Guidelines, including meeting the authorization and
documentation requirements then you can be assured that the expenditure will be
paid or reimbursed.  If the expenditure does not fall within the Guidelines, then that
expenditure will automatically require additional justification in the form of additional
documentation stating the reason why the expenditure did not meet the Guidelines
and why such expenditure is justified.

Ex. 1  A person travels to a conference in another city, beyond 100 miles from home
or Baruch College, which begins with an 8:00 AM registration and program track at
9:00 AM.  Thus, this person goes the night before and stays over night at the
conference hotel.  This would be justified with proper documentation.

Keep in mind, the Guidelines clearly state that a person can not stay overnight at a
conference or meeting unless such conference or meeting is beyond 35 miles of
both his/her home or Baruch College.  In the event that either location is less than 35
miles, payment or reimbursement is outside of the Guidelines.  Only in extraordinary
circumstances with additional written justification, will any reimbursement be
considered for payment of the applicable lodging and meals.

FYI - we use Map Quest to compare such mileage distances.

Ex. 2  A person decides to take an Acela Express Train to Washington DC to merely
enjoy the experience.  This would not be justified, and this travel reimbursement
would be paid at the coach fare rate for the same trip.

The cited Guidelines' web site also provide you per diem reimbursement rates by
major city in the US.  As previously noted, the personal mileage rate was changed
by the IRS from $.365 to $.36 per mile for the year 2003.

CATERING EVENTS:

To reiterate the current policy reference catering events:  a listing of attendees is to
accompany the request for payment of the attached invoice or request for
reimbursement.  For events with more than twenty-five (25) attendees, contact the
Accounts Payable Supervisor, Lee Chee at (212) 802-2755 in the Controller’s Office
in advance of the event for further details.

DEPARTMENTAL RESPONSIBILITY FOR PROMPT PROCESSING OF VENDOR
INVOICES:

NYS State Auditors now require Baruch College Controller’s Office Accounts
Payable Department to inventory and record invoices received directly from the
vendor, which are forwarded to the originating department or person as well as any
request for additional documentation from the Accounts Payable Department.  In
addition, the originating department or person must provide the Accounts Payable
Department with the requested documentation for processing within 10 days of
receipt of such request.

EXPENDITURES THAT REQUIRE PURCHASE ORDERS:

Please review the appropriate guidelines to determine if a Purchase Requisition and
Purchase Order are required for an expenditure.  If in doubt, you should contact the
Purchasing Department at (212) 802-2930 for guidance.

*****

For further information regarding any of these topics or related Controller Office
topics, don’t hesitate to contact the appropriate party listed under the Controller’s
Office in the telephone directory.

Ray Hohman
Controller
(212) 802-2785