Purchasing Categories
Frequently Used Purchasing Categories
Catering and Food
What form to use for Food:
- Service request form - is to be used for events before or after the event date.
- Non encumbered - Only to be used for restaurants
- Non catalog form - Not for food.
General Guidelines:
- New October 2024: Review the Food & Beverage Expense Guidelines by Funding Source. Note: The per diem for food has changed. Please note that the new Per diem is 17.00 Breakfast, 25.00 Lunch and 69.00 Dinner.
- Please hold events on campus at campus meeting centers.
- Bottled Water is discouraged. Please use Stony Brook Foundation funding to purchase bottled water. (Culinart can provide a sustainable water option for campus meetings).
- Please do not use personal funds/credit cards and instead contact the dining establishment to determine if direct billing is available.
- P-cards cannot be used for food purchases. Limited exceptions may be granted by contacting the P-Card Administrator (sbu_travel_expense@stonybrook.edu).
- Payment for alcoholic beverages is not permitted. Payment for alcohol may be allowable through Stony Brook Foundation funding.
- Stony Brook University is exempt from New York State and local sales tax. A tax-exempt certificate should be provided to the establishment.
- Internal Business Meals in excess of per diem limits are an exception and require completion of the appropriate exception approval.
CULINART STATE FUNDED CATERING PROCEDURE:
Campus departments that purchase from CulinArt using STATE FUNDS are not required to submit a WolfMart Service Request Form. Please follow the process below to place your orders:
- Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
- Include an event justification in the Catertrax “Order Name” field.
- Under “Payment Information” enter STATE in the “Payment” field and enter your 8-digit account number in the “State Account” field.
- Acknowledge having read both the CulinArt rules/requirements in Catertrax and the Stony Brook University Food Policy that includes the current per-person meal allowances rates.
- New October 2024: Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
- Ensure your CulinArt Catertrax order is correct before the event and communicate all changes with CulinArt.
- Ensure that someone is available to receive and sign for the food. CulinArt will no longer leave food unattended.
If you have any problems, questions or need a log-in for Catertrax then please contact:
Main Office: (631) 632-6522 | Email: SBUCatering@culinartinc.com
FSA Windows
FSA Windows is available for catering service to departments using RF IDC and sponsored funds. Departments using State funds do not need to submit a purchase order; however, they must follow the Stony Brook University Food & Beverage Expense Guidelines by Funding Source, adhere to the per diem rates, and provide an event justification. For more information, visit http://www.stonybrookmedicine.edu/windowscatering or email windowscatering@stonybrookmedicine.edu.
CULINART RF FUNDED CATERING PROCEDURE:
Campus departments that purchase from CulinArt using RF Sponsored or IDC Funds must order through WolfMart. Please follow the process below to place your orders:
- Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
- Once you have completed your on-line order a Catertrax Order Number will be generated.
- Complete a Service request form requisition in WolfMart and attach the following:
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- The Catertrax Order
- Business purpose/event justification
- List of Invitees
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- Ensure your CulinArt Catertrax order is correct before the event and communicate all changes with CulinArt.
- New October 2024: Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
- Ensure that someone is available to receive and sign for the food. CulinArt will no longer leave food unattended.
PROCEDURES FOR STATE AND RF CATERING (OTHER THAN CULINART)
- Plan ahead to anticipate your need for catering services. A WolfMart Service Request form should be submitted at least two weeks prior to the event for a purchase order to be issued.
- Banquets and catering services in excess of $2500 require demonstration of price reasonableness
when using NY State funds. Submit the service request form in WolfMart and attach the following:
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- The vendor's quote(s)
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- Business purpose/event justification
- List of Invitees
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- New October 2024: Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
- The maximum gratuity is 20% and applied to the cost of the meal. Meal allowance rates are inclusive of the gratuity.
- Deposits for State funded purchase are discouraged. If non-negotiable then please leave a minimum of 2 weeks to get the deposit from Accounts Payable.
- Make sure there is someone available to receive and sign for the food.
PROCEDURES FOR DINING OUT
Dining out for university business does not require a purchase order. Campus departments have two payment options:
- The preferred method is direct vendor billing. Please contact the dining establishment
before dining to determine if direct billing is available.
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- After the event the department must submit a WolfMart Non-Encumbered Payment Form. Attach the vendor's itemized invoice, business purpose/justification and list of attendees.
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- If direct billing is not available, personal funds/credit cards may be used. To request
for reimbursement, complete a paper purchase requisition PROC0065.
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- Attach the vendor's itemized receipt, business purpose/justification and list of attendees and email to nonencumbered@stonybrook.edu
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Furniture
Stony Brook University supports furniture purchasing.
1. All Furniture must be a commercial grade from a reputable source.
a. Quality furniture has a lifetime warranty and is built to withstand heavy usage.
b. The dealers will to come to your workspace and design your space free of charge.
Please reach out to Procurement at ext. 2-6071 if you are looking for one chair or
to redesign a new space.
c. Once you have an approved design and quote please use a Non catalog Form in WolfMart
and attach the quote. Separate manufacturers require separate requisitions
d. Surplus inventory may be available, please contact Property Control at ext. 2-6306
e. If you have a surplus, please donate it to the Property Control Office. State property
should be returned to the state not discarded.
2. When you are ready to place your order, furniture will take 6-8 weeks and is made
to order:
a. Furniture is not returnable as it is custom made
b. There are quick ship items please ask the vendor if your need is immediate.
3. Prevailing wage is required to be paid for all items being bolted or screwed to
the building including:
a. White boards
b. Bulletin boards
c. Displays
d. Cubicles
4. Who can you purchase furniture from? The hierarchy is:
a. The NYS Preferred Source has a limited portfolio of furniture items. Please contact
Procurement at 2-6071 to determine if a release is recommended from utilizing the
Preferred Source.
b. Office of General services (OGS) hold dozens of furniture contracts with reputable
manufacturers and dealers. There furniture is designed for commercial and educational
use. You do not need three quotes as this has already been bid out and is on contract.
c. Consortium’s, Minority Woman Owned Business (MWBE’s), Service-Disabled Veterans
(SDVOB) and SUNY Contracts have become widely accepted and can help expedite your
furniture purchase.
Furniture Supplier Infomations
NYS Preferred Vendor
- Corcraft
James E. Roschilla
Phone: (516) 852 - 1992
Email: Jim.Roschilla@doccs.ny.gov
Approved Vendors
Herman Miller dealers:
- VRD (WBE)
Paul Chiarelli
Office Phone: (631) 563-9195
Mobile Phone: (516) 506-3223
Email: paul@thetelcargroup.com
- Alianza Services LLC/WBWood (MBE)
Beth O'Boyle
Office Phone: (212) 685-1335
Mobile Phone: (917) 209-9673
Email: bo'boyle@wbwood.com
Steelcase dealer:
- Waldners (WBE)
Sue Lyons
Office Phone: (631) 844-9326
Mobile Phone: (631) 944-2428
Email: slyons@waldners.com
National dealers:
- Waldners (WBE)
Sue Lyons
Office Phone: (631) 844-9326
Mobile Phone: (631) 944-2428
Email: slyons@waldners.com
- VRD (WBE)
Paul Chiarelli
Office Phone: (631) 563-9195
Mobile Phone: (516) 506-3223
Email: paul@thetelcargroup.com
- Alianza Services LLC/WBWood (MBE)
Beth O'Boyle
Office Phone: (212) 685-1335
Mobile Phone: (917) 209-9673
Email: bo'boyle@wbwood.com
Advertising
All requests for advertising are processed by the in-house agency. Requests should be referred to that office at advertising@stonybrook.edu. For more information go to stonybrook.edu/brand.
PL
Mobile Communication Equipment Guidelines & Ordering Process
Mobile communication equipment may be required by some employees to facilitate the valid business needs of campus departments in fulfilling the University's goals for excellence in education, healthcare, and research. Under no circumstance should employees of Stony Brook University, using Research Foundation or State funds, purchase telephone equipment, supplies, or services at a local cellular service provider store or service center. All requests for equipment, service or user name changes with any wireless service provider must follow this policy.
The Division of Information Technology (DoIT) handles all purchasing and troubleshooting of mobile devices across campus.
Please visit the DoIT website regarding further details on approvals, eligibility, and more here.
Call the (DoIT) Service Desk at (631) 632-9800.
Radioactive Materials
All radioactive materials orders require the prior approval of Environmental Health and Safety Radiation Protective Services (Sean Harling 632-9676). Radioactive orders received after 04:00PM will be processed the next business day.
When placing orders related to radioactive material, the following procedures are required:
- Requisition goes to EH&S for RSO approval. Each requisition must indicate the "inventory" - (on hand and waste) of the isotope being ordered.
- Upon EH&S approval, Requisition arrives in Procurement. Order will be placed by an Authorized Buyer.
- University personnel are not authorized to call a vendor directly to place or add to an order. If additional materials are needed a new requisition must be submitted and the above process followed.
Office Supplies
Stony Brook's sole office supplies partner is W.B. Mason. Our negotiations have resulted in a three year contract that provides deep discounts on our most frequently purchased items and significant savings on all products in the W.B. Mason punch-out catalog in Wolfmart.
The contract became effective on July 1, 2017. In addition to the ink toners, copy paper and break-room supplies that W.B. Mason has been offering since 2015, their Wolfmart punch-out catalog has been expanded to include all office supply categories as well as facilities maintenance products. We also have a contract for water cooler rentals and water bottles. The agreement continues to provide desk-top delivery with no associated freight charges on all orders.
For State and RF assistance please contact Sherrell Cordova in Procurement at 631-632-7065 or
Contact WBMASON Customer Service: 1-888 WB MASON (1-888-926-2766) or
Account Manager: Matthew Conway 1-516-369-1130 (cell) or matthew.conway@wbmason.com
Freight
You may view, download or print the document(s) at:
https://online.ogs.ny.gov/purchase/snt/awardnotes/7901123267p.pdf