Purchasing & Payments

    All purchases made through the Research Foundation’s OneRF system:

• • Must be made in accordance with .
  • The project director is responsible for obtaining the invoice from a vendor and processing for payment in a timely manner            (within the grant period), preferably within 30 days of purchase.
  • Must conform to approved award budget and sponsor requirements.
  • Are exempt from sales tax in New York, New Jersey, Florida, Missouri, Ohio, Rhode Island, and Tennessee; the RF is exempt      from New York City Hotel Occupancy Taxes as well. There is no reimbursement for sales tax. Contact your OTPS Team if vendor requests a copy of our Tax Exempt Certificate.

     Keep in mind that:

• • Funds must be committed before the termination date of the award. ALL EXPENDITURES MUST BE SUBMITTED WITHIN                  60 DAYS AFTER THE BUDGET PERIOD END DATE! MAJOR EQUIPMENT PURCHASES CANNOT BE APPROVED IN THE LAST YEAR OF THE GRANT.
  • Your college may have a role in the approval of expenditures.
  • The use of minority, disadvantaged, women-owned, and small business vendors is encouraged AND sometimes required. For a directory of Minority- and Women-Owned businesses in New York State, click .
  • You will be held liable for all orders placed by your project staff directly to vendors.
  • Certain vendors have contracts with the State of New York and provide goods and services at discounted rates. Purchases      made through the RF qualify for these rates.