Finance
Frequently Asked Questions
Managing Purchases & Orders
How do I place an order for goods & services?
Purchases for goods & services are ordered by various purchasing methods. Standard purchase orders, blanket purchase orders and purchasing cards are used. If you purchase items for your department, please contact Purchasing & Accounts Payable at x2153 for information, instruction and forms.
How do I know which vendor to use?
The College has access to educational discounted contracts through the (MHEC) Massachusetts Higher Education Consortium, E&I Cooperative (Educational & Institutional Cooperative), MASCO (Medical Area Service Corporation Organization) and local suppliers.
New vendors need to complete a vendor registration form and W-9. This form is available by contacting Purchasing and Accounts Payable.
Does the College have a Purchasing Credit Card?
The College participates in a purchasing and travel card program with JPMorgan Chase providing VISA credit cards to authorized Simmons employees. This credit card system is intended to provide an efficient and effective method of purchasing and paying for goods and services with a value of less than $1,000 (i.e. books, registrations, memberships, subscriptions, etc.) Please visit the Purchasing Card FAQ page or contact Purchasing and Accounts Payable at x2153 for more information.
Are there any purchasing deadlines for the end of the fiscal year?
Yes, early June is the deadline for processing purchase requisitions in preparation for the closing of the fiscal year. Furniture and special projects requiring product with extended lead times must be submitted to purchasing & accounts payable by mid-April. The new fiscal year begins on July 1. Purchase requisitions for goods & services for the new fiscal year will be accepted no earlier than June 1.
How do I order computer equipment or media equipment?
In order to maintain College standards and licenses, all computer, peripherals and software requests should be directed to technology@simmons.edu.
To purchase media equipment, requests should be directed to the Media Services Office at x2765. They will assist you with the proper specifications for purchase.
How do I order office supplies?
Simmons College participates in a "stockless" program through Corporate Express. Orders are submitted to Corporate Express via their online website, E-Way. Shipments are made to the College on a daily basis. Please contact Purchasing & Accounts Payable for online ordering instruction.
How do I order toner cartridges? Recycling?
Simmons College has partnered with Roxbury Technology to provide remanufactured toner cartridges at substantial savings and participate in their recycling program.
This new partnership compliments our existing program with GA Blanco and Corporate Express. Departments preferring to purchase new HP toner cartridges will continue to order through G.A. Blanco and Corporate Express. We encourage their customers to recycle their toner cartridges utilizing our current vendor, the Institution Recycling Network. For more information regarding this recycling program, please contact Residence Campus Services at x1055.
How do I order furniture?
In order to maintain College furnishing standards, comply with City of Boston fire code regulations and receive contract pricing, all requests for new furniture should be directed to Purchasing and Accounts Payable.
The College has a program for distributing surplus used furniture. If interested, please contact building services at x2615.
How do I order stationery?
College stationery which includes letterhead, envelopes, etc. is ordered annually to take advantage of volume pricing. Shipping and receiving keeps an inventory of generic stock for purchase by departments. If you miss the annual order every attempt will be made to group your request with other orders for volume pricing.
How do I order business cards and mailing labels?
Business cards and mailing labels are available through the Corporate Express online ordering program, E-Way. Please contact the assistant buyer at x2155.
How do I request courier service?
Simmons College has partnered with Skycom Courier to provide express delivery services at discounted rates to MASCO member institutions. To open an account visit www.skycomcourier.com/newaccount.htm.
What does an encumbrance against the budget mean?
When a purchase order is processed through the Datatel system, an encumbrance is created against the budget number charged. The system assigns purchase order numbers to each order. The encumbrance "saves" the funds to pay the invoice. When the invoice is paid against the purchase order number, the encumbrance is relieved.
What if a purchase order is still showing as an encumbrance on your budget report does it mean it is still open?
Yes, if the purchase order is still outstanding, but if the invoice has been paid or the order has been cancelled, please contact the Assistant Buyer at x2155 to close it out.
How to I close a standard purchase order? Blanket order?
Once you receive a final invoice for an outstanding purchase order, write on the invoice "This invoice closes the PO #xxx." A blanket purchase order can be closed at any time, but will automatically close at the end of the fiscal year.
How do I get reimbursed for purchases?
Petty cash transactions are for incidental College-related expenses for which the employee paid from personal funds. Original sales receipts, regardless of amount, are required with submission of the reimbursement form. These transactions should be kept to minimum since sales tax is not a reimbursable expense. Reimbursement forms are available from Purchasing & Accounts Payable.
Processing invoices
Who can approve invoices, initiate purchases?
In order to provide appropriate financial control over the expenditures of funds, a system of approvals has been established and is monitored by accounting, internal auditing and purchasing & accounts payable. Only those individuals assigned department budgetary authority by the department heads may initiate and expend funds. Departments should arrange for alternate signatory power in the event that staff absences would delay prompt approval.
How do I process invoices?
In order to process an original invoice, please complete an Invoice Approval Form and submit it along with the invoice to Purchasing & Accounts Payable.
Why do some charges get billed to a different code and not to the codes I indicated?
It is important to code your invoices correctly. As invoices are processed, an adjustment may occur to correct the code. This allows departments to prepare budgets and allocate expenses properly.
Miscellaneous
How do I transfer funds from one budget to another?
The budget authority must request a budget transfer by contacting the Budget Analyst at x2872.
Do I pay sales tax?
Simmons College is exempt from paying sales tax in Massachusetts and most states. Please inform vendors of the exemption status when placing an order or requesting quotations. Tax exempt certificates are available by contacting Purchasing & Accounts Payable.
How do I pay a guest speaker, etc?
Payment for honoraria, professional fees, guest lecturers should be prepared on a Check Request Form. The payee's address, tax id or social security number, date and description of service must be completed on this form. Payment should be submitted after the service has been rendered.
How do I pay a guest speaker who is an employee of the College?
Payment for employees must be requested on a Payroll Voucher Authorization Form (for temporary and part-time personnel) and processed through the human resources office.
How do I find information on booking College-related travel?
Policies and procedures for travel and travel card program are available on the Simmons web site. Please visit the Travel Resources section.
In an effort to minimize travel costs, the College has joined the MASCO consortium and entered into agreements with two agencies. Expedia Corporate Travel offers an online booking tool and a full-service travel agency. Carlson Wagonlit offers full-service agency services.
How do I obtain additional travel forms and information?
Travel requisitions, policy manual, travel card applications, reimbursement forms are available in the Travel Resources section and from the office of Purchasing & Accounts Payable in Room E-004 or by calling x2153.
