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Adjunct faculty: Professionals employed part-time by
the college as teaching faculty or professional assistants.
Agreement: A legally binding contract that states terms
and conditions of a procurement between two or more parties.
Account Code: The code which the IFMS system will use
to bill the proper unit for the specific purchase being made. Account codes
consist of a fund, a department, a unit and an object code. These four parts
to the account code will be used to properly allocate the funds and bill the
proper department for the purchase.
Appropriation: An appropriation is the account code
against which payments are made. When money is appropriated the money is set
aside for a specific use.
Appropriation No.: An account code used to identify
specific funds set aside for campus expenditures by department. The appropriation
numbers will have a FUND #, Department #, and Unit # incorporated within the
Appropriation #.
Approved Expenditure: Purchases of materials allowed
under college guidelines and approved by the appropriate area administration.
Approving Authority: An employee authorized to approve
expenditures of designated funds.
Association of Municipal Employees (AME): Bargaining
agent for all employees governed by civil service regulations.
Award: Selection of the lowest price bid which meets
all specifications of the bid.
Bid: Orders go out to bid when the value of an order
requested exceeds $2500.
Bill of Lading: When the College is returning goods,
shipper will have a Bill of Lading describing items to be picked up, item description,
vendor name and, if required, return authorization number.
Brand/trade names: Manufacturer’s name and/or product
number.
Cancellation Order: An order issued to cancel an existing
purchase order when none of the items ordered are wanted.
Certified Invoice: Invoice signed by the vendor. It
is accepted in place of the signature on a completed claim voucher. The phrase
in the certification should read- “This invoice is just, true, and has not yet
been paid”
Change Order: An order issued to change or modify an
existing purchase order.
Claim Voucher: Documents containing all the information
of an order and signed by the vendor. This signature verifies the accuracy of
the order as received by the vendor and the vendors acceptance of the amount
paid. All orders to vendors resulting in an invoice over $50 requires a signed
claim voucher to process for payment.
College Property: All materials, supplies, and equipment
of a college agency, regardless of value (not real property).
Commercial Invoice: A document communicating the seller’s
understanding of the nature of the agreement between the seller and buyer. This
document is used by service companies as a source of information about conditions
of sale and transportation. Commercial invoices are the vendors invoices that
the business offices obtain payment information from.
Commodity code: The code referencing the commodity
and classifying the good or service .
Competitive Process/ Price comparison process: A minimum
of three qualified vendors are solicited to submit bids on a procurement on
which exceeds $500 and is less than $2500.
Conference Travel: travel to attend meetings, conferences,
seminars, etc. either completely paid for by the college (college business)
and/or for professional growth as provided for in labor contracts (contractual).
Confirming purchase orders (“Confirming order”): An
order asking for payment out of public funds of a purchase made by an individual
prior to going through required purchasing procedures. Confirming order are
classified as emergency. Orders that can await the purchasing process of approvals
need to go through regular channels. Purchasing procedures need to be followed
when processing for payment of a direct claim. The vendor signature needs to
be obtained on a certified invoice or a standard voucher.
Confirming Orders: Emergency purchases or orders phoned,
faxed or picked up from vendors prior to completing the purchase order paper
work. Paperwork is completed after the purchases have been initiated and /or
received. The confirming orders will be processed for payment on payment vouchers,
and submitted to the college business office.
Contracts: A written agreement between two parties:
a vendor and the college. Personal services contracts of more than $1,000.00
require county approval.
Contract (Purchase): An established legally binding
agreement between the county and a vendor in which the vendor agrees to provide
certain supplies or services at a specified price or at a discount from price
lists for a set period of time.
Contractor: A vendor with whom the college has entered
into a contract or negotiated an agreement.
Controlled Substances: Chemicals, drugs, or compounds
of which the use and/or purchase is controlled by state or federal rules and
regulations.
Credit Memo: Issued by a vendor to offset all or part
of an invoice. Credit memos are for returned goods, or items the college was
invoiced for but has not received.
Custodian: Person legally responsible for the money
and administration of a Fund.
Decentralized purchase order (PD)’s on IFMS SYSTEM:
College purchase orders, and department purchase orders are to be used for purchases
from $500 to $2500 or $500 and above for items on county or state contract..
Department: Department is the specific campus the order
will be billed to. Units are sub-entities of departments.
Department Certification: A form used by the departments
to verify the accuracy of invoices processed for payment.
Dependents: Spouse or child claimed as exemption for
faculty member or guild member whose tuition can be reimbursed under terms of
those organizations collective bargaining agreements with the county.
Direct Claim (GAX) Form: A payment made that is not
backed up by a purchase order. Included are payments of $500 or less and outlays
for utilities, employee benefits, mileage reimbursement, and tuition reimbursement.
Emergency: Unexpected, immediate need for goods or
services.
Emergency purchase: A purchase of goods or services
needed to respond to an emergency situation. An emergency situation is something
which threatens public health, safety or welfare and in which all the following
conditions exist: 1) was unforeseen; 2) calls for immediate action; 3) cannot
be responded to using established procurement methods. The P1 form would process
for payment on emergency purchases.
Encumbrance: Funds set aside to pay for goods or services
on a purchase order.
Equipment: Items that individually cost $ 500 or more,
have a useful life of three years and are not consumed by their being used.
Exempt Personnel: Management employees who not represented
by the AME, Faculty Association of Guild of Administrative Officers.
Faculty Association (FA): bargaining unit for all teaching
faculty and professional assistants.
FID Number: A vendors Federal Identification Number
(or social security number in the case of personal service provider) is used
as the procurement Vendor code.
Fiscal Year (FY): The fiscal year for the college runs
from September 1st to August 31st. The fiscal year defines the first and last
date of a budget year.
Guild of Administrative Officers (Guild): Bargaining
unit for midlevel college administrators including titles of Campus Coordinator,
Assistant Department Head, etc., up to College Associate Dean.
Headquarters: An employees permanent work site.
Host: An employee who accompanies an interview candidate
and incurs meal expenses not related to the formal interview process.
Illegal purchase: Any procurement action taken to obligate
the college for goods or services without going through required purchasing
procedures.
Invoice: A request or bill for payment of item(s) shipped
and/or services rendered with a detailed accounting of all charges and total
amount due.
Junk Property: Surplus property that has no intrinsic
value and is disposed for minimum price or in lieu of transportation cost for
removal from a college location.
Log in Book: Book of all items, entered as received.
Maintenance Agreement: A contract for repair or service
of specified equipment, building equipment (i.e., elevators, furnaces) or non-consumable
supply items. The cost of annual repairs is compared against the cost of the
maintenance agreement for decisions of purchasing the maintenance agreement.
Meal Allowance: allowable expenditures for meals while
traveling or working extended periods as defined in AME contract.
Mileage: use of personal car for college business.
Negative Approval Minimum Requirements: The usual payment
process, without special department approval, in which an invoice is automatically
processed for payment and a copy is sent to the department for review. It is
the department’s responsibility to review the approved invoice and contact Accounts
Payable if there is a problem.
Negotiation Bidding: A method used when the estimated
cost of a transaction is less than $2500 to obtain at least three competitive
price quotes. The negotiations between the ordering department an the vendors
to obtains three price quoted are the bidding in question here.
Net Total: The dollar amount obtained by multiplying
the quantity times the unit price.
Object Code: Object codes classify the items being
purchased according to the description object of purchase.
Office Equipment: Equipment typically found in an office;
e.g., microcomputers, typewriters, calculators, laboratory fixtures.
Office Furniture: Furniture typically found in an office;
e.g., desks, tables, chairs, file cabinets.
Packing Slip: Listing from vendor of items shipped.
include items back ordered.
PC: The PC is the county purchase order that is confirmed
by the county resulting from a RX requisition that was sent out to bid. When
the requisition is bid, and the order is confirmed the county returned the confirmed
price and a PC centralized purchase order. The price on the PC is the negotiated
bid price for the commodity that was sent out to bid.
Permanent Work Site: The place (office, lab, etc.),
usually located on campus, where the employee generally performs his/her regularly
scheduled duties.
Personal Service Contract Certification: certification
that services have been properly performed which must accompany all payments.
It must be signed by the individual who can attest to the fact that services
have been properly rendered.
Purchasing Order: The IFMS document used to initiate
a purchase (PD in the college; RQS if the purchase requires county action).
Price Comparison: A procedure used to solicit competitive
pricing for purchases of $2,500 or less in the absence of a contract.
Public Funds: All moneys deposited with the college
regardless of source (e.g., state and federal funds, grants, contracts, donations).
Published Contract: The terms, conditions, and pricing
document published as a result of the award of a contract.
Real Property: Land, buildings or any improvements
to land.
Reasonable: Not extreme or excessive.
Receipt: An original written acknowledgment provided
by a named payee that confirms payment has been received for a stated purchase.
Requisition (RQS) for IFMS System: County of Suffolk
Requisition is a form requesting a county PC on IFMS System totaling over $2500
for item that are not on contract
Schedule of Hours: Record of hours worked, certified
by supervising department, which details the hours worked by an individual such
as interpreters for the deaf, or anyone being reimbursed for services on an
hourly basis.
Serial purchasing: An illegal practice in which an
individual/project issues a series of requisitions totaling more than $2500
in the course of the year to the same vendor for the same commodity or service
without the benefit of sealed bidding procedures required for purchases $2500
or greater.
Services: The furnishing of labor, incidental parts
and materials by a vendor; not involving the delivery of a piece of equipment
or a supply item.
Specifications: Detailed statements describing the
materials, dimensions, performance requirements, workmanship of something to
be built, installed, manufactured or processed. Specifications are particularly
important when developing price comparisons and when writing on county requisitions
(RX).
MAY - Permission to; at the option or discretion of.
SHOULD - A reasonable expectation.
MUST - An obligation of, or requirement to.
SHALL - A necessity.
Standard Terms and Conditions: A preprinted set of
instructions and information that need to be considered by bidders which are
standard for all bids.
Subscription: A contract to receive a magazine, journal,
or periodical on established regular intervals and a stated length of time.
Suffolk County
Attorney’s Office: Office of Suffolk County Department of Law to
whom all contracts of value in excess of $1,000 must be submitted for review
Supervisor: A person to whom the employee is held accountable.
This person generally approves the employees time sheet, authorizes vacation
and leave requests, etc.
Supplemental Reimbursement for Conference Travel: additional
funds as made available according to provisions of the Faculty Association and/or
Guild contracts.
Supplies: Items customarily consumed or expended in
the course of being used. This does not include construction, services, capital
equipment, and printing.
Surplus Property: State property that is in excess
of department needs, no longer in use by the department, technically or mechanically
obsolete, no longer functioning, or has no intrinsic value junk). This does
not include real property. Surplus Property Declaration Form Must be completed
to dispose of a vehicle. Authorizes agencies to dispose of vehicles and prescribes
the method of disposal.
Tax Exempt Certificate: Document to be presented to
vendor indicating college’s sales tax exempt status and number. (See page
Temporary Work Site: A place other than the permanent
work site where an employee periodically performs college work-related activities.
Tracing: A follow-up inquiry with the vendor to locate
missing goods, invoices, or credit memos. Often tracing is done with the shipping
company to trace the materials ordered. Tracing of any nature is a search to
find out where the commodity ordered and not yet shipped has wound up
Transaction: The invoice resulting from a release order.
The point of transaction with purchasing is the point at which the college receives
the invoice for a commodity ordered.
Travel Status: When an employee is required by his/her
supervisor to leave the headquarters to perform official college business.
Traveler: Any person who incurs travel expenses on
official college business and is entitled to reimbursement for those expenses.
Tuition Reimbursement: Reimbursement for credits taken
at SCC for faculty and guild members or their dependents as defined in the pertinent
bargaining unit agreement.
Unit: Designates commodity amount such as Gallon, Case,
Each, Box, etc.
Unit Code: The Unit code is a four digit code classifying
the specific department. It classifies the departments for reference when entering
accounting information into documents. The orders define the unit charged for
items ordered.
Unit Price: The price of each unit.
Vendor I.D. Number: Individuals social security number
or organizations, federal identification number.
Volunteer: Any person not in employee status who provides
service to the state for no charge.
Voucher: Standard county claim voucher (see example)
P1 FORM
Waiver: A process with adequate justification which
allows a purchase to be made without competitive bidding.
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