How to Buy Goods & Services

If your organization is purchasing locally or ordering a product or service from within New York State, your organization would be eligible to have the tax waived on the purchase. All you have to do is request a tax-exempt form from the USG Business Office and inform your vendor of our tax-exempt status and fax them a copy of the form. Some vendors will ask you to mail it with your payment. In this case make sure when filling out your requisition that you write “Please send Tax Exempt Form", as this lets the USG Business Office staff know to send the form with your payment.

All financial transactions are processed by the USG Business Office and the university Research Foundation. Any transactions using your approved USG budget will involve Requisition Forms which must be submitted 1 month / 30 business days before your meeting, event, etc.

To submit a requisition for approval:

1. First, make sure to reserve your event space on 25live.
2. Next, make sure to submit the event that your organization is purchasing goods or services for on Bengal Connect.
3. Next, fill out a Requisition Form; a blank PDF copy can be found in the Business Forms section of this website.
4. To submit the form, go to the USG Treasurer's Bengal Connect page and locate the Forms section. Under Forms, click on the Requisition Submission Form for the current academic year. You will fill this out and attach your completed requisition pdf as well as any other needed documentation. Submissions must be done 1 month / 30 business days before you need the payment or approved Purchase Order.
5. The USG Treasurer and Business Office will review the submissions for approval and will contact the organization treasurer with any questions.
6. Once payment or Purchase Orders are approved and processed they are emailed to the organization treasurer in order for them to make the purchase. All checks are mailed to the vendor from Albany NY, unless requested to be picked up by the organization.
7. Please Note: for all payments to be processed, all organizations must provide event attendance from your event using the Event Check In app.

See the Required Documentation for a Purchase section for more information on the purchasing process.

All purchases MUST be pre-approved and submitted two weeks / 10 business days before the event.

1. To be reimbursed you must first submit a Reimbursement Form for the USG Budget Committee to review; a blank PDF copy can be found in the Business Forms section of this website or on the USG Treasurer's Bengal Connect page.
2. The Organization Treasurer will be emailed if the reimbursement form was approved or denied. If approved, you can then make the purchase. Don’t forget to keep all receipts! If the reimbursement was denied, you were not approved to make the purchase.
3. Once the purchase has been made have your organization's treasurer fill out a Requisition Form with the purchasing individual as the vendor, and attach the receipts and a copy of the approved reimbursement form. It will take 7 – 10 days to process the reimbursement check. (Please Note: if the purchase was charged a copy of your monthly credit card statement will also be needed, with your name and the purchase highlighted; account information should be blacked out.)

USG is required by our auditors to have original receipts on file. Receipts must be turned in the following any purchases.

Organizations can use any vendor as long as they can provide the required documentation to process payment; see the Required Documentation for a Purchase section for more information on vendor requirements.

If you are purchasing a service such as a DJ or performer you will need a contract from the vendor.

Your group is required to turn in attendance sheets and event flyers for any events that use activity fee funding. In place of paper attendance sheets you do have the option of using the Event Pass system set up through the Bengal Connect website. Check with the Business Office for further instructions on these requirements.

When purchasing prizes or giveaways for an event, remember your organization treasurer must fill out a USG Prize and Gift Form; a blank PDF copy can be found in the Business Forms section of this website. This form must be completely filled out at your event; when filling out the form please include the prize or giveaway in question, its corresponding value, the first and last name of the recipient, and their Banner number. Once completed, please turn in to the USG Business Office.

Make sure when you are ordering a product and having your logo or text printed on it to request a proof. Requesting a proof is important because it gives you a chance to see how it will look, to spell check all words and to approve the design. You should have any products ordered shipped to the USG Administrative Office and you will be notified via email when your order arrives. The USG Business Office will retain any packing slips from your order to confirm delivery.

If your group plans to travel off campus, or rent a car or bus, see the sections on this site concerning those topics. In particular, pay attention to the USG Travel Policy, which is required for any group-sponsored excursions off campus; a blank PDF copy can be found in the Business Forms section of this website.