There are many ways to make a purchase. When making
your purchase request, please keep the following information in mind.
The "catch-all" category is Purchase - No PO Required so if
none of these meet your needs, please use that.
| Category of Purchase |
What to use it for |
What to do after approval |
CHARGE CARD - HOME DEPOT |
Use this category when you want to purchase items at
Home Depot
The PAYEE will always be HOME DEPOT |
Print your approval and bring it to the SA Office during normal business hours. You will be issued a card for 24 hours and must return the receipts with the card. Payment will be processed for you. |
CHARGE CARD - OFFICE MAX |
Use this category when you want to purchase items at Office Max.
The PAYEE will always be OFFICE MAX |
Print your approval and bring it to the SA Office during normal business hours. You will be issued a card for 24 hours and must return the receipts with the card. Payment will be processed for you. |
CHARGE CARD - PRICECHOPPER |
Use this category when you want to purchase items at Price Chopper
The PAYEE will always be PRICECHOPPER |
Print your approval and bring it to the SA Office during normal business hours. You will be issued a card for 24 hours and must return the receipts with the card. Payment will be processed for you. |
CHARGE CARD - WALMART: |
Use this category when you want to purchase items at Wal-Mart.
The PAYEE will always be WALMART |
Print your approval and bring it to the SA Office during normal business hours. You will be issued a card for 24 hours and must return the receipts with the card. Payment will be processed for you. |
CHARGE CARD - Club Use Only |
Use this category when you want to make a purchase over the Internet or telephone.
The PAYEE will always be the company you are ordering from. |
Print your approval and bring it to the SA Office during normal business hours. You will place the order in the office. All electronic confirmations should be addressed to SA-Admin@oneonta.edu. Payment will be processed for you. |
CONTRACTUAL
AGREEMENT |
If you need a contract, there is one on the SA website. If the performer has a contract you must attach the SA contract rider from the website. Only the Director of Campus Activities may sign contracts on behalf of the SA. |
Attach the signed contract to your purchase authorization and return to the SA Office for payment to be processed. |
DONATIONS |
Use this category when you are making a donation.
Remember, you can only use the “X” account to do this.
The PAYEE will always be the place you are donating to. |
You will still need some sort of documentation stating how much money is being donated and how it was raised.
This needs to be attached to your purchase authorization and brought to the office. |
O.A.S. CARD |
Use this category when you want to use Dragon Dollars; the Bookstore, Sal’s Pizzeria, The Depot are examples.
The PAYEE will always be O.A.S. |
Print your approval and bring it to the SA Office during normal business hours. You will be issued a card for 24 hours and must return the receipts with the card. Payment will be processed for you. |
PAYROLL |
Use this category when you are paying a student who works for you.
The Outing Club, Intramurals, CUAC are examples of Clubs with payroll.
The PAYEE will be the name of the person you are paying. |
Attach a signed timesheet to your purchase authorization and bring to the SA Office for payment to be processed. |
PETTY CASH |
use this category when you want to request Petty Cash.
The PAYEE will be the name of the person responsible for the Petty Cash |
Complete the Petty Cash Request Form and attach it to your purchase authorization. When a check arrives, you may pick it up. All receipts and change MUST be returned to OAS following the event. They will deposit left-over money into the original account and verify the receipts.
|
PURCHASE-NO
P.O. REQUIRED |
Use this category when you want to make a purchase that we will pay with a check and you do not need to provide them with a Purchase Order.
The PAYEE will be the name of the company you are paying for merchandise |
Attach an original
invoice stating what was purchased to your purchase authorization and bring to the SA office for payment to be processed. |
PURCHASE-P.O. REQUIRED |
Use this category when the company you are buying from requires you provide them with a Purchase Order.
The PAYEE will be the name of the company you are paying for the merchandise |
Call to verify the PO has been prepared and trhen stop by to pick it up. Once the purchase is complete, attach an original
invoice stating what was purchased to your purchase authorization and bring to the SA office for payment to be processed. |
REIMBURSEMENT: |
Use this category when you will need to reimburse someone for a purchase they will make (Remember, a reimbursement has to be pre-approved PRIOR to the purchase.)
The PAYEE will be the name of the person who will make the purchase. |
Pick up the appropriate tax-exempt form. The SA will NOT reimburse taxes paid in the State of New York (unless coming form your X account).
Attach original receipts stating what was purchased to your purchase authorization and bring those to the SA Office for payment to be processed.
|
SODEXHO: |
Use this category when you want Sodexho to cater an event for your club.
The SA Treasurer HAS to approve this before you can place your order with Sodexho.
The PAYEE will always be SODEXO (no longer with an H). |
The SA will inform catering that you have been approved. You then can confirm the order. Sodexo will bill the SA directly. |
