Updates & Tips

Stay informed with the latest news and updates from the RIT Procurement Services Office (PSO). Subscribe here to receive important announcements, policy changes, and valuable resources directly in your inbox. Whether it’s updates on procurement processes, new initiatives, or essential reminders, our emails ensure you are always up to date with the information you need to effectively manage your procurement activities. 

In the first “tip” of this series, we wanted to highlight the new "Purchasing Decision Guide" created by our Accounts Payable (AP), Procurement Services (PSO) and Technology (TMPE) teams that compiles essential information on "How to Make a Purchase" at RIT.

The guide offers detailed instructions and resources for submitting various requests, including honorariums, goods, services, and more. Given the complexity of different workflows, depending on the scenario, this guide is meant to help individuals navigate the processes and accurately submit requests. By following this information, you'll learn which processes must be completed and how to accurately submit these requests.

A sneak preview of the purchasing guide is below but we hope you use it to help you on future purchases!

At the RIT Procurement Services Office, we're dedicated to supporting the university's mission by ensuring that all purchasing activities are efficient, transparent, and compliant with both university policies and federal regulations. Whether you're handling a small purchase or a large-scale procurement, we're here to guide you through the process.

Today’s tip focuses on the Competitive Bid Requirements Policy. Please download the one-page Competitive Bid Requirement Summary, located on the PSO website, as we believe this will provide a clearer understanding in a single snapshot.

• Less than $10,000: Only one quote/proposal is needed; competitive bids are not required.
• $10,000 - $249,999: Requires three or more written quotes/proposals from qualified sources, or one quote if it's from a Group Purchasing Organization (GPO) or the NYS Office of General Services (OGS), However, you must verify with PSO that the supplier’s contract meets bidding requirements, or a Single/ Sole Source Justification Form when applicable. Additionally, the Price Summary Form is required for purchases over $10,000 when price is not the primary factor.
• $250,000 - $749,999: Everything from the previous threshold applies, and if it is a federal bid, it must be published and made visible to the public. Consult with PSO to update this information on the PSO website.
• More than $750,000: Everything from the previous two thresholds applies, and approval from the BOT is required for Conflicted Parties.

The above specified limits apply to a single contract or purchase order (PO). If you are buying similar items or services with comparable scopes that collectively reach these totals, please adhere to the guidelines for the total aggregate amount.

For transactions requiring bids, departments are encouraged to consult with PSO after drafting the RFP/RFQ. PSOs will collaborate with the department to ensure the process aligns with university policies and relevant Federal regulations.

If you have any questions, please do not hesitate to reach out. Thank you for your continued cooperation and support.

Best regards,

The Procurement Services Team

At the RIT Procurement Services Office, we're dedicated to supporting the university's mission by ensuring that all purchasing activities are efficient, transparent, and compliant with both university policies and federal regulations. Whether you're handling a small purchase or a large-scale procurement, we're here to guide you through the process.

As we enter the New Year, the PSO Team would like to take a moment to introduce ourselves. Our team consists of ten dedicated individuals, each bringing a unique background in procurement to serve the RIT campus.

Did you know that some of our recommended suppliers offer convenient shopping portals? Whether you're ordering office supplies from WB Mason or scientific supplies from VWR and Fisher Scientific, these portals provide several advantages to streamline your purchasing process.

By using the portals, you’ll gain access to RIT’s best-negotiated pricing, ensuring you get the best possible value. You'll also enjoy elevated customer support, with direct contact information for our representatives who are ready to assist you with setting up your RIT account and navigating the portal for maximum efficiency. With these portals, transactions are simplified, making it easier for you to manage your orders and focus on what matters most

In addition to these portal-based benefits, Procurement Services offers many other leveraged solutions that are secured and ready for you to access—no portal required. Visit our website to explore Commodity Categories and Suppliers, where you'll find recommended suppliers and buyer contact details. 

If you have any questions or need assistance, don’t hesitate to reach out. We’re here to help you take full advantage of these convenient tools to save time and money!

Thank you for your continued cooperation and support.

Best regards,

The Procurement Services Team

P-Card vs. Travel Card: Know the Difference & Spend Smart!

 Understanding the differences between Rochester Institute of Technology's (RIT) Procurement Card (P-Card) and Travel Card is essential for employees to ensure proper usage and compliance with university policies. Both cards serve distinct purposes and have specific guidelines governing their use.

 Procurement Card (P-Card)

The P-Card is designed to facilitate the purchase of goods and services required for university operations. It streamlines the procurement process by reducing the need for purchase orders and direct reimbursements. Key aspects of the P-Card include:

• Intended Use: Primarily for non-travel-related expenses such as office supplies and other operational necessities.
• Restrictions: The P-Card is not intended for personal expenses, cash advances, or any travel-related expenses.
• Approval and Oversight: Transactions are subject to review to ensure compliance with RIT's procurement policies.

For comprehensive guidelines on the P-Card, refer to RIT's Procurement Card Guide.

 Travel Card

The Travel Card is tailored specifically for expenses incurred during university-related travel. Its primary features include:

• Intended Use: Expenses such as airfare, lodging, car rentals, and other travel-related costs.
• Restrictions: Not to be used for personal expenses or non-travel-related purchases.
• Approval and Oversight: Similar to the P-Card, Travel Card transactions undergo review to ensure they adhere to RIT's travel policies.

Detailed information about the Travel Card program can be found on RIT's Travel Webpage

Key Differences Between P-Card and Travel Card

• Purpose: The P-Card is for procuring goods and services essential for daily operations, whereas the Travel Card is exclusively for travel-related expenses.
• Usage Restrictions: Each card has specific merchant category codes (MCC) that restrict their use to appropriate vendors.
• Application Process: Employees must apply separately for each card, ensuring they meet the eligibility criteria and complete necessary training.

Proper understanding and usage of RIT's P-Card and Travel Card are vital for maintaining financial integrity and compliance with university policies. Employees are encouraged to familiarize themselves with the specific guidelines and restrictions associated with each card to ensure appropriate use.

For more detailed information, please consult the Procurement Card Guide and the Travel section on the RIT Controller's Office website using the links provided above.

Drafted by: Indira Danner and Kristin Pelc-Pacheco

New to Oracle Requisitioning?

We recommend starting with the course available on the Talent Roadmap. In the meantime, here are some helpful tips and tricks to guide you through the process.

Top 10 Reasons a Requisition Might Be Returned:

• Missing Attachments
  • Ensure all necessary documents are attached, such as quotes, contracts, invoices, and any relevant backup documentation. 
• Unsigned Contracts
  • Contracts must be signed by all relevant parties to be considered fully executed.
•  Contracts signed by the wrong parties
  • Only individuals authorized to commit university funds are permitted to sign contracts.
•  Incorrect line type (Goods vs. Services)
  • When submitting a requisition for consulting or similar services, ensure the correct line type is selected. Even if tangible items are provided, use the "Services" line type when applicable. Note: "Goods" lines require receiving by FMS or a representative in your area with receiving access.
•  Requisition doesn't match the quote
  • Double-check that your requisition aligns with the quote. Include the quote number in the description and ensure all item numbers and details are accurate.
• Using an unapproved supplier for branding materials (e.g., print, promo, apparel)
  • For items like printed materials, promotional products, or apparel, verify that you are using an approved supplier. Refer to our website for a list of licensed suppliers
• Failure to Use Appropriate Forms
  • Ensure that all required forms, such as the Sole Source Form or Price Summary, are included. Refer to our website for detailed form requirements.
•  Incorrect GL code (e.g., failure to capitalize where required)
  • Ensure the correct General Ledger (GL) code is used, especially when capitalizing expenses. You can find the full list of GL codes on the CTO website.
• Selecting the wrong supplier
  • Always verify the supplier in Oracle to ensure it's the correct one. If in doubt, reach out to us for guidance— we’re happy to assist!
• Non-Compliance with Competitive Bid Policy
  • For requisitions over $10,000, the competitive bid policy applies. You must submit three quotes if selecting the lowest price, a Pricing Summary if opting for a higher price, or a Sole Source Form if applicable. Details can be found on our website.

Other Helpful Tips:​​​​​​​

• Invoices attached to requisitions are considered supporting documentation only. It’s your responsibility (or your supplier's) to send them to Accounts Payable once the PO number has been issued.
• You can add notes to your supplier in the attachments section. This is helpful if you need the item delivered somewhere other than Central Receiving.
• The "Notes to Buyer" field is essential for sharing important details, such as an email address for PO delivery or requests to add the requisition to an existing PO.
• If a prepayment is required, make sure to include this in the description.
• Don’t forget to include your quote number (if applicable) in the description.

Want to Review Your POs?

To review your POs, request access to RIT Purchasing Inquiry by submitting a service request. Find the RSC ticket under RIT Request to Add Oracle Responsibilities in the Submit a Service Request section.

Rochester Institute of Technology’s Procurement Services Office is excited to share an important update about our RIT Amazon Business Program.

 What’s New?

We have streamlined the steps to joining the program and will be enabling Single Sign-On (SSO) on April 1, 2025. This update will:
 

• Enhance security by reducing login vulnerabilities.
• Enable faster and easier access to your Amazon Business account.

Eligibility & Access

• Who Can Use It?
  • Faculty and staff with procurement responsibilities.
  • Users with an RIT Procurement Card (P-Card) for business-related purchases.
• How to Enroll
  • Request access via this RSC ticket.
  • Users will receive an invitation to join RIT’s Amazon Business account. Follow this link for instructions.

FAQs

• Q: Can I use my personal Amazon account for business purchases?
  • A: No. All RIT-related purchases must be made through the RIT Amazon Business account to ensure tax exemption and compliance.
• Q: Can I use personal payment methods?
  • A: No. Only an RIT P-Card may be used for purchases within the Amazon Business Program.
• Q: What is a purchasing group?
  • A: An Amazon purchasing group enables individuals within the same department to view purchase history, regardless of who made the purchase. This improves transparency, streamlines tracking, and helps teams manage budgets more effectively by providing visibility into past orders, reducing duplicate purchases, and ensuring accountability.
• Q: How can I request a purchasing group within RIT’s Amazon Business account?
  • A: To get a purchasing group within RIT's Amazon Business account, you need to ensure all individuals in the group are set up first. Then, request the creation of a group for your department, providing the list of names you want included to Nicholas Varno, ngvpur@rit.edu.
• Q: What should I do if an item is unavailable from a preferred supplier?
  • A: If an item is not available through an RIT-preferred supplier, you may proceed with purchasing through Amazon Business.

For additional questions or to request access, contact the Procurement Services Office at purchase@rit.edu.

For additional information:

• Please visit the RIT Amazon Business Account webpage on the controller’s website.
• Please visit the Procurement Card webpage on the controller’s website.
• Review the Amazon Business Account Knowledge Base Article KB0044610 on the RSC

We are excited to introduce an improved process for onboarding our payees receiving non-goods and services payments, making it easier and more efficient for everyone involved. To speed up the onboarding process, we've added the Payment Request Form directly into the PaymentWorks invitation.

 This will streamline the process and reduce delays for the following payment types:

1. Awards/Prizes
2. Honorariums
3. Project Lead the Way Recipient
4. Referees
5. Reimbursements/Refunds
6. Royalties
7. Sponsorships
8. Stipends for non-students
9. ShopOne

 You'll now see two options in the "Select Form Type" dropdown within PaymentWorks:

1. Supplier Onboarding Form (original)
2. Payment Request Form (short) (new)

 Please use the correct form to avoid cancellation and reissuance of your invitation.

The new Payment Request Form will help streamline the process for payees not being paid for goods or services, improving efficiency and reducing unnecessary steps. Please share this update with relevant stakeholders and let us know if you have any questions.

 Drafted by: Sherry Lupo

Understanding the differences between Rochester Institute of Technology's (RIT) Procurement Card (P-Card) and Travel Card is essential for employees to ensure proper usage and compliance with university policies. Both cards serve distinct purposes and have specific guidelines governing their use.

 Procurement Card (P-Card)

The P-Card is designed to facilitate the purchase of goods and services required for university operations. It streamlines the procurement process by reducing the need for purchase orders and direct reimbursements. Key aspects of the P-Card include:

• Intended Use: Primarily for non-travel-related expenses such as office supplies and other operational necessities.
• Restrictions: The P-Card is not intended for personal expenses, cash advances, or any travel-related expenses.
• Approval and Oversight: Transactions are subject to review to ensure compliance with RIT's procurement policies.

For comprehensive guidelines on the P-Card, refer to RIT's Procurement Card Guide.

 Travel Card

The Travel Card is tailored specifically for expenses incurred during university-related travel. Its primary features include:

• Intended Use: Expenses such as airfare, lodging, car rentals, and other travel-related costs.
• Restrictions: Not to be used for personal expenses or non-travel-related purchases.
• Approval and Oversight: Similar to the P-Card, Travel Card transactions undergo review to ensure they adhere to RIT's travel policies.

Detailed information about the Travel Card program can be found on RIT's Travel Webpage.

 Key Differences Between P-Card and Travel Card

• Purpose: The P-Card is for procuring goods and services essential for daily operations, whereas the Travel Card is exclusively for travel-related expenses.
• Usage Restrictions: Each card has specific merchant category codes (MCC) that restrict their use to appropriate vendors.
• Application Process: Employees must apply separately for each card, ensuring they meet the eligibility criteria and complete necessary training.

Proper understanding and usage of RIT's P-Card and Travel Card are vital for maintaining financial integrity and compliance with university policies. Employees are encouraged to familiarize themselves with the specific guidelines and restrictions associated with each card to ensure appropriate use.

For more detailed information, please consult the Procurement Card Guide and the Travel section on the RIT Controller's Office website using the links provided above.

Drafted by: Indira Danner and Kristin Pelc-Pacheco

We've put together some essential procurement card tips to help you navigate the dos and don'ts, streamline your purchases, and stay compliant with RIT policies. Whether you're handling low-dollar transactions or dealing with software subscriptions, this guide has got you covered!

 Allowed Use

Procurement Cards (P-Cards) are for official RIT business only, facilitating low-dollar, low-risk transactions.

Designed to streamline purchases under $5,000 and enable direct supplier interaction.

 Prohibited Transactions

• Goods over $5,000 (may require capital equipment processing).
• Services, due to insurance and indemnification requirements.
• Recurring payments above competitive bid thresholds 
• Discretionary spend disallowed by CTO 
• Leases, RIT-branded goods (unless from licensed vendors), and hazardous materials (unless authorized).
• Gift certificates as payment for services.
• Event registrations between RIT departments (use chargebacks).
• Apple products (all).
• Printers

 Software and Digital Subscriptions

As of August 2024, all software or digital subscriptions require submission of a purchase request via the RIT Service Center. Requests are reviewed by Information Security and Legal Affairs.

 Important Reminders

• P-Cards cannot be used for travel (use RIT/NTID PNC Travel Cards).
• Conflict of Interest: Disclose relationships with suppliers to Procurement Services.

 Resources

• Full policies: RIT Procurement Card Policies 
• Related FAQ: Software and Digital Purchases 

Keep this guide handy to ensure compliance and streamline your purchasing process!

 Drafted by: Indira Danner

Properly classifying furniture and equipment ensures accurate accounting for your department. Here's a quick guide:

 If the cost of an individual item is under $5,000, charge it to object code 84000 (expense).

 If the cost is $5,000 or more, use object code 16200 (capital).

 But here's where it gets tricky: some items may cost less than $5,000 individually but are part of a larger unit—like a desk and hutch. If they function together as one unit and their combined cost exceeds $5,000, use object code 16200.

 Not sure how to classify your purchase? We’re happy to help—don’t hesitate to reach out with any questions!

Resources

• Full policy: RIT Capital Equipment Guidelines