Purchasing

In order to staff your project, the following steps must be taken:

• Complete the Request to Recruit form, and submit it to ORSP. This form must be completed and approved before advertising the position. You can work with ORSP to have ads run (a requisition should be completed for each advertiser)
• After interviews are conducted, and preferred candidate(s) identified, complete the Affirmative Action Summary included in the Request to Recruit form and return to ORSP. Official offer of the position will come from ORSP; when speaking to a candidate, you may say they "have been recommended for the position"
• Benefits information for new/prospective employees
• Outline to The Research Foundation for The State University of New York Benefits
• Quick Guide to The Research Foundation for The State University of New York Benefits
• Before beginning their first day, all new hires must complete paperwork for ORSP/RF. Completed paperwork for a possition with SUNY Oswego is not applicable for RF employment. Forms can be picked up and filled in at ORSP, or downloaded and returned.
• RF Employee Assignment Form
• RF Employment application
• I-9, Employment eligibility verification
• W4 (Federal) Employee's Withholding Allowance Certificate
• IT-2104 (NYS) Employee's Withholding Allowance Certificate or IT-2104-E (NYS) Certificate of Exemption from Withholding
• Periodically (annually or biannually), PIs should complete Performance appraisals for all employees.

The classification "Consultant" is also used for Independent Contractors and Incidental Lecturers.  These are individuals or firms with expertise in a particular field, and is engaged to give advice and/or perform a specific task (such as a lecture) in return for an established fee.

To hire a consultant, ORSP first requires completion of the Request to Hire Consultant & Independent Contractor Form and IRS W-9 Request Tax ID for each consultant.

Hireing a consultant must fall within the scope of the grant and abide by ORSP/RF policies.

Academic and professional employees of SUNY cannot be hired as an independent contractor.

The term "supplies" is here used for a broad range or purchases/expenditures. PIs must complete a Requisition for purchases. If a vendor is new to ORSP/RF, an IRS W-9 Request Tax ID must also be obtained.

• A Requisition is required for each unique vendor, such as "Amazon" or "Fisher Scientific".
• If many items are ordered and exceed space available, you are not required to list on the requisition; simply enter "see attached list" and attach a list (with item numbers and costs) to the requisition. A screen shot/print of a site shopping cart is acceptable.
• PI (or authorized personnel) must sign and date requisition
• ORSP must review requisitions and verify purchases are allowable under the award, and that funds are available.
• There are several steps to this process. Please allot for 5 business days processing before orders are placed.
• If a rush is needed, please call ORSP to check options available.
• A PI (or other individual) may make purchases directly from companies, then submit a requisition to be reimbursed.
• In this case, the "vendor" is the individual to be reimbursed.
• Purchases made from different companies may be submitted on one requisition, since there is a sole "vendor"
• Please consult with ORSP before purchasing to ensure reimbursement can be made. An unallowable cost to a grant cannot be reimbursed. An example is NYS tax.

• Tax Exemption forms - In addition to NYS, the following states have agreements with RF for SUNY, please contact ORSP prior to making a purchase:

• ° Florida	° Kentucky
  ° Massachusetts	° New Jersey
  ° Pennsylvania	° Tennessee

• In addition to NYS, the following states have agreements with RF for SUNY, please contact ORSP prior to making travel arrangements: