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Procurement Office


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Information Technology & Telecom

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Facilities, Construction & MRO

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Scientific, Laboratory & General Supplies

Frequently Used Purchasing Categories

purchasing

Catering and Food

purchasing

Furniture Purchasing

purchasing

Advertising

LearningUniversity Merchandising & Licensing

cam

Mobile Communication Equipment Guidelines

radio

Radioactive Materials

suppliers

Office Supplies

freight

Freight





 

Catering and Food

What form to use for Food:

  1. Service request form - is to be used for events before or after the event date.
  2. Non encumbered - Only to be used for restaurants
  3. Non catalog form - Not for food.

General Guidelines:

  • New August 2023: Review the Food & Beverage Expense Guidelines by Funding Source.
  • 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.F
  • 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:

  1. Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
  2. Include an event justification in the Catertrax “Order Name” field.
  3. Under “Payment Information” enter STATE in the “Payment” field and enter your 8-digit account number in the “State Account” field.
  4. 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.
  5. New August 2023: Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
  6. Ensure your CulinArt Catertrax order is correct before the event and communicate all changes with CulinArt.
  7. 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:

Lisa Battiste, Director of Operations Phone: 631.632.6489 | Cell: 631.969.6938  LBattiste@culinartinc.com | Main Office: (631) 632-6522  

 
 
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:

  1. Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
  2. Once you have completed your on-line order a Catertrax Order Number will be generated.
  3. Complete a Service request form requisition in WolfMart and attach the following:
            • The Catertrax Order
          • Business purpose/event justification
          • List of Invitees
  4. Ensure your CulinArt Catertrax order is correct before the event and communicate all changes with CulinArt.
  5. New August 2023: Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
  6. 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)

  1. 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.
  2. 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:
              • The vendor's quote(s)
    • Business purpose/event justification
    • List of Invitees
  3. New August 2023: Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
  4. The maximum gratuity is 20% and applied to the cost of the meal. Meal allowance rates are inclusive of the gratuity.
  5. 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.
  6. 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:

  1. The preferred method is direct vendor billing.  Please contact the dining establishment before dining to determine if direct billing is available.
            • 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.
  2. If direct billing is not available, personal funds/credit cards may be used. To request for reimbursement, complete a paper purchase requisition PROC0065.

 

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.

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.

 

Eligibility

To be eligible for consideration of a department-owned mobile communication device, the employee must have a valid business need for required or essential business communication resulting from:

  • The need to be readily accessible
  • The need to receive or initiate communication in emergency or time-sensitive situations
  • Safety requirements while traveling on the road or to off-campus locations
  • Frequent and regular travel, with a travel plan as part of job responsibilities
  • Work locations in the field where access to electronic and telecommunication devices is not readily available.

 

Approval

Employees must have the approval of the appropriate dean, vice president, or their designee to receive a department-owned mobile communication device and related services. This determination must be reviewed annually and revised when necessary.

 

Order Process

  • Employees are to email cellphone@stonybrook.edu with the below email template completed:
    1. Price Plans:
      • Smartphones (Using the OGS Contract): UNL MINS&MSG 10GB SHR MHS $30.99 ($38.26 minus discount)
      • New Tablets, iPads, Jetpacks (Using the NASPO Contract): MOBILE BROADBAND UNLIMITED $37.99 monthly access charge $.25 per minute after allowance
    2. Equipment:
      • iPhone 1264GB $0.00
      • iPhone SE 2020 64GB $0.00
                             Sales Rep Name: John Petrakis
                             Sales ID number:EE04E
                             Company Name: Stonybrook University
                             Account Number: (Choose One)
                              0242048184-00001 forState/IFR Accounts;
                             0242048184-00008 for RF Accounts;
                             and 0242048184-00009 for SBF accounts – this is based on the cost center provided
                             SPOC/Contact Person: Brian Molina
                             Email address: cellphone@stonybrook.edu
                             SPOC’s contact number: 631-632-9813
                             Please ensure the end user name is in First Name Last Name Format preferably using their Stony Brook E-Mail Name
                                                                                              *************************************************************************************************************************************
                             End user Mobile number (for upgrades only): _____________________________________
                             End user's name:
                             End user’s Stony Brook ID#:
 
                             For new lines only
                              End user's name:
                             End user’s Stony Brook ID#:
 
                             Device Type (Make & Model, Color/ GB size): ____________________________________
                             Cost Center: _______________________________________
                             State/IFR Format is 8XXXXXXX, 
                             RF Format is RF XXXXXXX-X-XXXXX
                             SBF Format is SBF XXXXXX 
 
                             Accessories:  
                             Wall Charger (Yes/No): _____
                             Basic Phone Case (Yes/No): _____
 
                             Shipping Information:
                             Company: Stony Brook University
                             Contact person: ________________________
                             Contact Phone number: __________________
                             Address/City/ State Zip/Attn to: 
                             100 Nicolls Road, Stony Brook, NY 11794
                             Attn: (Name and Department location)
                             Special Shipping Instructions- (if any):___________________________
 
  • Once email template has been received and reviewed, zero-cost mobile communication equipment and services will be placed with Verizon Wireless within 24 hours.
  • Order confirmation with shipping/tracking information will be disseminated to end-user,
  • Orders are shipped via FedEx or UPS, and must be signed for. End-user must follow up with Central Receiving to ensure someone is available to sign for package.

 

Responsibilities

  • Personal use of the University’s mobile communication equipment and services is strictly prohibited. 
  • All international and Non-US North American calling plans (Canada/Mexico) requests must be made at least 2 weeks before departure to ensure the proper plan change is made and activated for all related mobile communication devices by submitting an email to cellphone@stonybrook.edu with the appropriate Department head’s approval. 
    • Email must include the start date of the plan change.
    • Upon your return, an email must be submitted to reactivate the domestic calling plan. Failure to comply, will result in up to three (3) months of additional charges to the respective end-user and department.
    • Reboot your mobile equipment when arriving to your destination (both on departure and arrival), so that your calling plans can refresh to your location.

International calling plans provide unlimited talk and text, and only 2GB of data daily for $10. Once the 2GB allotted data has been exhausted, you will receive a text for an additional 2GB for an additional $10. It is highly encouraged to use WIFI when possible to reduce this expense.

 

Monthly Statements

Statements are available on Verizon’s MyBiz website (Verizon will provide training upon request). The mobile communication device user’s supervisor or reporting administrator should review each online statement monthly for: 

  • Accurate service charges and fees 
  • New/added equipment costs 
  • Appropriate business-related usage 
  • Unauthorized personal usage 
  • Any noted billing discrepancies should be brought to Verizon's attention by the end-user/campus department. Credits and/or adjustments will be reflected in the subsequent monthly bill. 

 

Payment Process 

  • The State P-card cannot be used to pay for wireless service acquired through Verizon Wireless.
  • State/RF Accounts Payable will process the monthly consolidated bills for payment from central accounts.
  • State Accounting or Research Foundation Accounting offices will recharge the respective State or IDC accounts for their individual charges.
  • Reimbursement of wireless service fees under personal accounts is not allowed.

 

For Assistance 


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:

  1. Requisition goes to EH&S for RSO approval. Each requisition must indicate the "inventory" - (on hand and waste) of the isotope being ordered.
  2. Upon EH&S approval, Requisition arrives in Procurement. Order will be placed by an Authorized Buyer.
  3. 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

The University uses FEDEX for overnight shipping in accordance with NYS OGS contract PS69557.
Please consult the "How to Use This Contract" for setting up your account.  You must reference the contract number in order to obtain discounted pricing.  

You may view, download or print the  document(s) at:
https://online.ogs.ny.gov/purchase/snt/awardnotes/7901123267p.pdf
 
Freight bills should be submitted through Wolfmart using the non encumbered payment form.
 
Questions may be directed to Mary La Corte at mary.lacorte@stonybrook.edu or 631-632-9849
 
Questions in regards to payment should be directed to Al Di Venuto at alfred.divenuto@stonybrook.edu
or 631-632-9838
 
Questions in regards to submitting a non encumbered payment form should be directed to wolfmart_help@stonybrook.edu or 631-632-4573





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